Who Is In Your Address Book?
Address Book. Contacts. Personal Directory. Little Black Book. There are many names for it, but no matter what you call it, essentially this is the place where you store the names, phone numbers, and email addresses of your friends, family, and coworkers.
In Lotus Notes, your personal address book is the database names.nsf.
Did you know you can have more than one address book?
Over the last 10+ years of using Lotus Notes, my address book has built up quite a list of names! I use my address book as the primary source for all my contact information, both work related and personal. I also synch my address book to many things, such as my BlackBerry. Many of the people listed are names I don't want getting in the way when I am addressing an email. Similarly, many of these names are people I don't need clustering up my phone.
The solution was simple. Similar to the way we archive old email, I decided to "archive" my older contacts. Here is how you do it:
1. From the Notes menus, choose File - Database - New. (or press CTRL+N)
2. In the dialog box, leave Local as the Server, and enter a Title and File Name. These can be whatever you would like. "Friends and Family", "Secondary Address Book", "Old Girlfriends", etc. The most important thing is that you choose "Personal Address Book" as the template, as shown by the arrow in the screen shot below.
3. Press OK, and Notes will create the new database for you.
Now we want to transfer contacts from your original Address Book, into the new one you just created. As with any change, you many want to make a backup before doing this, just to make sure you don't loose any data!
4. Open your original address book, names.nsf. Select the contacts you want to move. From the Notes menus choose Edit - Cut. (or press CTRL+X)
5. Open the new address book that you created in step #2. From the Notes menus choose Edit - Paste. (or press CTRL+V)
Now you have a nice and "clean" primary address book, and an archive that you can look up any of the old names if/when you need them.
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In Lotus Notes, your personal address book is the database names.nsf.
Did you know you can have more than one address book?
Over the last 10+ years of using Lotus Notes, my address book has built up quite a list of names! I use my address book as the primary source for all my contact information, both work related and personal. I also synch my address book to many things, such as my BlackBerry. Many of the people listed are names I don't want getting in the way when I am addressing an email. Similarly, many of these names are people I don't need clustering up my phone.
The solution was simple. Similar to the way we archive old email, I decided to "archive" my older contacts. Here is how you do it:
1. From the Notes menus, choose File - Database - New. (or press CTRL+N)
2. In the dialog box, leave Local as the Server, and enter a Title and File Name. These can be whatever you would like. "Friends and Family", "Secondary Address Book", "Old Girlfriends", etc. The most important thing is that you choose "Personal Address Book" as the template, as shown by the arrow in the screen shot below.
3. Press OK, and Notes will create the new database for you.
Now we want to transfer contacts from your original Address Book, into the new one you just created. As with any change, you many want to make a backup before doing this, just to make sure you don't loose any data!
4. Open your original address book, names.nsf. Select the contacts you want to move. From the Notes menus choose Edit - Cut. (or press CTRL+X)
5. Open the new address book that you created in step #2. From the Notes menus choose Edit - Paste. (or press CTRL+V)
Now you have a nice and "clean" primary address book, and an archive that you can look up any of the old names if/when you need them.
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