Types of contacts
How to add an individual contact
How to add an organization contact
How to manage custom fields
How to edit a contact
How to delete a contact

Types of contacts    top

There are 2 types of contacts: individual and organization. An individual contact is one person or a couple. An organization contact is a business, school, charity, doctor's office, hair salon, etc.

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How to add an individual contact    top

Note: To add an individual contact, the individual contacts tab must be selected.

Three ways to add an individual contact:

1. Click the toolbar icon -- >
2. Click the menu "Contacts" then click "Add Individual Contact..."
3. Right click the contact tree view and click "Add Individual Contact..."

Note: As a minimum, an individual contact must have a first or last name.

Individual Contact Sections

• Name (General Tab) - first, middle and last name for the contact. Also includes title (Mr., Mrs. etc), suffix (Jr., Sr. etc) and nickname.
• Spouse (General Tab) - The spouse's name and birthday. The "Additional Information..." button opens up another dialog box to enter the spouse's Mobile/Cell Phone#, Home Email, Work Phone# + Ext and Work Email. When you add a spouse you have the option to combine the spouse and contact as a married couple. If you select this option, be sure to select the combined name you would like. When a contact and a spouse are combined the contact's name is displayed as the combined name in the contact list. Also, the combined name is used for other parts of the application. For example, if you would like to print an envelope for a contact the name you use can be the contact's name, spouse's name or the combined name. A spouse that is given a birthday must also have a name.
• Properties (General Tab) - Displays the date the contact was added and the date the contact was last modified. When you are adding a contact both dates will display "Not Available".
• Address Books (General Tab) - Displays a list of all the address books the contact can be added to. At least 1 address book must be selected before the contact can be saved.
• Address (Home Tab) - The home street and mailing address for the contact. Select the address type (Street or Mailing) from the combo box. You can enter both, one or none of the address type.
• Phones (Home Tab) - The Home 1 Phone# (default), Home 2 Phone#, Fax#, Mobile/Cell Phone# and Pager# for the Contact.
• Internet (Home Tab) - The ICQ#, AIM Name, Yahoo! Name, MSN Name, Home Email 1 Address (default), Home Email 2 Address and Home Website for the Contact.
• Place of Work (Work Tab) - The Company, Office, Department and Job Title for the Contact.
• Address (Work Tab) - The Work Street and Mailing Address for the Contact. Select the address type (Street or Mailing) from the combo box. You can enter both, one or none of the address type.
• Phones (Work Tab) - The Work 1 Phone# + Ext (default), Work 2 Phone# + Ext, Fax# and Mobile/Cell Phone#  for the Contact.
• Internet (Work Tab) - The Work Email 1 Address (default), Work Email 2 Address and Work Website for the Contact.
• Children (Personal Tab) - The children for the contact (and spouse if one was provided). To add a child either right click the child list and select "Add..." or click the "Add..." button. A child must have a name but the birthday is optional. To edit a child either double click the child to edit in the child list, right click the child to edit and select "Edit..." or click the "Edit..." button. To delete a child either press the "delete" key, right click the child to delete and select "Delete..." or click the "Delete..." button. Multiple children can be deleted at one time.
• Gender (Personal Tab) - The contact's gender. Select either Male, Female or Unspecified from the combo box.
• Relationship to You (Personal Tab) - The contact's relationship to you.
• Events (Personal Tab) - The contact's birthday and anniversary.
• Notes (Personal Tab) - Any notes you have for the contact. Must not exceed 7000 characters.
• Custom Fields (Other Tab) - Custom (user-defined) fields for the contact. Click here to learn how to manage custom fields.
• Image (Other tab) - The contact's image. For performance purposes, the image selected must be 250 KB in size or less.

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How to add an organization contact    top

Note: To add an organization contact, the organization contacts tab must be selected.

Three ways to add an organization contact:

1. Click the toolbar icon -- >
2. Click the menu "Contacts" then click "Add Organization Contact..."
3. Right click the contact tree view and click "Add Organization Contact..."

Note: As a minimum, an organization contact must have a name.

Organization Contact Sections

• Organization Name (General Tab) - The name for the contact.
• Organization Type (General Tab) - The contact's type. Examples: business, school, charity, doctor's office, hair salon, etc.
• Contact Person (General Tab) - The contact's contact person. The contact person's fields are Name, Job Title, Phone# + Ext, Mobile/Cell Phone# and Email Address.
• Properties (General Tab) - Displays the date the contact was added and the date the contact was last modified. When you are adding a contact both dates will display "Not Available".
• Address Books (General Tab) - Displays a list of all the address books the contact can be added to. At least 1 address book must be selected before the contact can be saved.
• Address (Additional Information Tab) - The street and mailing address for the contact. Select the address type (Street or Mailing) from the combo box. You can enter both, one or none of the address type.
• General Phones (Additional Information Tab) - The Phone# 1 + Ext (default), Phone# 2 + Ext and  Fax# for the Contact.
• Internet (Additional Information Tab) - The Email 1 Address (default), Email 2 Address and Website for the Contact.
• Notes (Additional Information Tab) - Any notes you have for the contact. Must not exceed 7000 characters.
• Custom Fields (Custom Tab) - Custom (user-defined) fields for the contact. Click here to learn how to manage custom fields.
• Image (Other tab) - The contact's image. For performance purposes, the image selected must be 250 KB in size or less.

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How to manage custom fields    top

An unlimited number of custom fields, also known as user-defined fields, can be entered for each contact. To manage custom fields you select the Custom tab when adding or editing a contact.

To add a custom field click the "Add..." button. This will open a window asking you the field name and the field data for the custom field.

• The field name describes the custom field. Examples of field names are Favorite Drink, Eye Color, Height, Date of Last Donation etc. You can either create a new field name or select a previously used field name.
• The field data can be in the form of text or as a date.
• If the field data is a date, you can select to have the custom field deleted when the date has passed. This is useful for an event that occur only once like a lunch meeting as opposed to an event that occurs every year like an anniversary.

To edit a custom field select the custom field to edit and either click the "Edit..." button or double click the custom field you want to edit.

To delete a custom field select the custom field(s) to delete and either click the "Delete..." button or press the delete key. Multiple custom fields can be deleted at once.

The and buttons allow you to change the order in which the custom fields are displayed. Multiple custom fields can be moved at once.

Note: A custom field with field data in the form of a date is known as a custom event. Custom Events are tracked by the Upcoming Events dialog and the Event Reminder.

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How to edit a contact    top

Four ways to edit an individual contact:

1. Click the toolbar icon -->
2. Click the menu "Contacts" then click "Edit Selected Contact..."
3. Right click the contact to edit and click "Edit Selected Contact..."
4. Double click the contact to edit in the contact tree view

Four ways to edit an organization contact:

1. Click the toolbar icon -->
2. Click the menu "Contacts" then click "Edit Selected Contact..."
3. Right click the contact to edit and click "Edit Selected Contact..."
4. Double click the contact to edit in the contact tree view

When you edit a contact the Edit Contact dialog will display with the contact's current information already filled in. The Properties section will show the date the contact was added and the date the contact was last modified. If the contact has never been modified "No Changes Made" will be displayed. Make the necessary changes and click the "Save Changes" button to save the contact or the "Cancel" button to cancel any changes you made.

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How to delete a contact    top

Four ways to delete an individual contact:

1. Click the toolbar icon -->
2. Click the menu "Contacts" then select "Delete Selected Contact(s)..."
3. Right click the contact(s) to delete and click "Delete Selected Contact(s)..."
4. Select the contact(s) to delete and press the "delete" key

Four ways to delete an Organization Contact:

1. Click the toolbar icon -->
2. Click the menu "Contacts" then select "Delete Selected Contact(s)..."
3. Right click the contact(s) to delete and click "Delete Selected Contact(s)..."
4.  Select the contact(s) to delete and press the "delete" key

When you delete a contact you delete the contact from ALL address books it belongs. Multiple contacts can be deleted at one time.

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