Using more than one Address Book
October 12 2006 10:00:00 PM
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Did you know that you don't have to have just one Personal Address Book database? There are several reasons why it may be advantageous to divide up your Contacts in two, three, or even more Address Books. A few reasons may be:
It is easy to create an additional address book.
1. From the Lotus Notes menus, select File - Database - New, or click CRTL+N.
2. In the New Database dialog box, leave Local as the Server name.
3. Enter a title for the database. This can be anything you'd like. Secondary Address Book, My Friends, Customers, etc. It is best to keep the title short.
4. Enter the filename for the database. You can call this name2.nsf, friends.nsf, customers.nsf, or whatever you'd like,
5. In the list of templates, make sure you choose "Personal Address Book".
6. Click ok.
Now open the database you've just created, and add your new contacts.
If you would like to move some of the contacts from your current names.nsf to this new database, select the desired documents, then choose Edit - Cut, or press CTRL+X, or right click and choose Cut as shown below. Next open the new database you created above, and choose Edit - Paste, or press CTRL+V, or right click and choose Paste.
NOTE: At this point the contacts in this new address book will not show up when you are addressing an email. This may be what you want (example, when you are removing seldom used names to reduce clutter), but may not be in others (example, when you are creating a separate database for customers). I will cover this in more detail in a future tip.
- You have a long list of Contacts, but many of these are just acquaintances that you don't use that often and you want to reduce the clutter.
- You have contacts with only phone numbers, not email addresses, and you don't want them to show up when addressing emails.
- You have a subset of contacts that you want to synch with your phone, PDA, or other mobile device.
- You want to keep work and personal contact separate.
- You want to keep contacts for different customers in different databases.
- Insert your personal reason here!
It is easy to create an additional address book.
1. From the Lotus Notes menus, select File - Database - New, or click CRTL+N.
2. In the New Database dialog box, leave Local as the Server name.
3. Enter a title for the database. This can be anything you'd like. Secondary Address Book, My Friends, Customers, etc. It is best to keep the title short.
4. Enter the filename for the database. You can call this name2.nsf, friends.nsf, customers.nsf, or whatever you'd like,
5. In the list of templates, make sure you choose "Personal Address Book".
6. Click ok.
Now open the database you've just created, and add your new contacts.
If you would like to move some of the contacts from your current names.nsf to this new database, select the desired documents, then choose Edit - Cut, or press CTRL+X, or right click and choose Cut as shown below. Next open the new database you created above, and choose Edit - Paste, or press CTRL+V, or right click and choose Paste.
NOTE: At this point the contacts in this new address book will not show up when you are addressing an email. This may be what you want (example, when you are removing seldom used names to reduce clutter), but may not be in others (example, when you are creating a separate database for customers). I will cover this in more detail in a future tip.
