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UCS Address Book

The address book is where users can store contact details. The UCS web client supports two types of address books:

  • Personal Address Book: a series of contact lists that the user maintains. By default the Contacts, Distribution Lists, and Emailed Contacts address books are created. Users can create additional address books and share them with others.
  • Global Address List (GAL): GAL entries cannot be edited; however, GAL addresses can be added to personal address books.

Address Book Preferences

Users can choose their preferences (e.g. enabling address autocomplete, adding addresses from emails) for searching and adding new contacts to their address books.

  1. Click the Preferences tab on the toolbar.
  2. Select Address Book from the Preferences pane.
  3. Check the box for each function to be enabled.
  4. Click the Save button in the upper left.

Add New Contacts to an Address Book

New contacts can be added to the address book in several ways.

Add a Contact Using the Mail Toolbar

  1. Click the down arrow to the right of the New Message button on the Mail toolbar.
  2. Select Contact from the drop-down menu.
  3. Enter the contact information.
  4. Click the Contacts button to the right of the Location: field to choose an address book.
  5. Select the address book to store the contact.
  6. Click the OK.
  7. Click the Save.

Add a Contact Using the Address Book Toolbar

  1. Click the New Contact button on the Address Book toolbar.
  2. Repeat steps 3-7 listed above.

Add a Contact from an Email Message

  1. Right-click the name in the email message header.
  2. Select Add to Contacts from the drop-down menu.

NOTE: If the contact already exists in your address book, the drop-down menu will display Edit Contact.

  1. Repeat steps 3-7 listed above.

Create a Group Contact List

The Contact Group List feature allows users to create contact lists that contain multiple email addresses. When a group contact is selected, everyone that is in the list is automatically added to the address field of the email message. Group Contact Lists can be created from either the Mail or Address toolbar.

  1. Click the down arrow to the right of the New Message button on the Mail toolbar.
  2. Select Contact Group from the drop-down menu.
  3. Type the name of the group in the Group Name: field, located in the upper left of the screen.
  4. Click the Contacts button to the right of the Location: field.
  5. Select the Address Book in which to store this contact group.
  6. Type a name in the Find: field.
  7. Click the down arrow to the right of the Global Address List button in the in: field to select the location to search for contact information.
  8. Click the Search.
  9. Select the name from the search results box below.
  10. Click the Add.

NOTE: Email addresses can be added without searching by typing the addresses in the box below the search results and clicking the Add button.

Import an Address Book

Contacts saved as comma-separated (.csv) files can be imported into a UCS address book.

  1. Click the Preferences.
  2. Select Import/Export from the Preferences pane.
  3. Click the Choose File under the Import heading.
  4. Locate the .csv file on your computer.
  5. Select the file.
  6. Click the Open.
  7. Select the Auto-Detect drop-down menu next to the Type field.
  8. Select the type of contact file that is being imported from the drop-down menu.
  9. Click the Contacts.
  10. Select the Address Book from the drop-down menu to import, or create a new Address Book.
  11. Click the OK.
  12. Click the Import.
  13. Click the OK.

Export an Address Book

Address books and contact lists can be exported and saved as a comma-separated (.csv) file.

  1. Click the Preferences.
  2. Select Import/Export from the Preferences pane.
  3. Select the Contacts radio button under the Export heading.
  4. Click the down arrow to the right of the Contacts button and select the type of Contacts to be exported.
  5. Click the All Folders.
  6. Select the Address Book you wish to export from within the Choose Folder dialog box.
  7. Click the OK.
  8. Click the Export.

Search for a Contact

The search feature can be used to find a contact.

  1. Enter the search criteria (e.g. first name, last name, or group name) in the Search field located in the upper right of the screen.
  2. Select Contacts from the Search drop-down menu.
  3. Click the Magnifying Glass icon to the right of the search field to conduct the search.
  4. Double-click the name to view the user’s contact information.

Edit a Contact

  1. Search for a contact using steps 1-4 listed above.
  2. Edit the contact information.
  3. Click the Save.

NOTE: Contacts in the Global Address Book cannot be edited.

Move a Contact Between Address Books

  1. Left-click the contact to be moved.
  2. Select Move from the Address Book toolbar.
  3. Select the Address Book where the contact will be moved.

NOTE: You can also move a contact between address books by dragging and dropping the contact from one address book to another.

Delete a Contact

Delete a Contact Using the Toolbar

  1. Select the Address Book that contains the contact to be deleted.
  2. Select the contact to be deleted.
  3. Click the Delete button on the Address Book toolbar.

Delete a Contact Using the Drag and Drop Method

  1. Click and hold the left mouse button to select the contact to be deleted.
  2. Drag the contact to the Trash folder on the Overview pane.
  3. Release the left mouse button to drop the contact into the Trash folder.

NOTE: Clicking the undo button in the header message will move the contact to its original location.

Share an Address Book

Address books and contact lists can be shared. This is useful if an address book is for a specific category of contacts where it would be helpful for other users to have access to it as well. The owner can designate the sharing privileges to view-only, full access (with the ability to edit, add, and delete names), or administrator access.

  1. Click the Preferences.
  2. Select Sharing from the Preferences pane.
  3. Scroll to the Share a Folder sub-heading.
  4. Click the down arrow to the right of folder type.
  5. Select Address Book from the drop-down menu.
  6. Click the Share.
  7. Select the Address Book from the Choose Folder dialog box.
  8. Click the OK.
  9. Click the radio button appropriate to the user’s status:
  • Internal (UCS): can be assigned any access level
  • External: can be assigned read-only access
  • Public (Outside PSU): can be assigned read-only access
  1. Enter an email address for each of the recipients.
  2. Click the radio button for the appropriate role:
  • Viewer: View only
  • Manager: View, Edit, Add, Remove
  • Admin: View, Edit, Add, Remove, Administer
  1. Click the Send standard message button and adjust the message as needed.
  2. Click the OK.
Training for: 
Faculty
Staff
Students
Type of Training: 
Documentation
Training Topic: 
Collaboration
Communication
Training Level: 
Introduction

Training for: 
Faculty
Staff
Students
Type of Training: 
Documentation
Training Topic: 
Collaboration
Communication