What is Address Book?

Address Book lets you can create company-wide and personal address books. You can record, manage, and disperse important information for each address record including telephone numbers, email addresses, and personal notes.

Address Book also contains the User Directory, which allows you quick access to your co-workers' important information.

1. Add Address Records

To add a record to the Address Book, follow these steps:

1. From the Portal Page, click Address Book on the Office 4 menu.

   The Address Book window appears.

2. Choose where to add your record:

   • To add a company-wide record (that will be viewable by all users), click Add.
   • To add a Personal record (viewable only by you), click on the Personal Tab, then click Add.

   The Register Record window appears.

3. Enter data accordingly.

   If you are creating a company-wide record, to categorize a record, select a group from the Group drop-down menu. We recommend you select a group for each new record, because you can find records faster by group than as an individual.

4. When done, click Register.

2. Edit Address Records

To edit an existing record in the Address Book.

1. From the Portal Page, click Address Book on the Office 4 menu.

   The Address Book window appears.

2. Select an existing record to edit by clicking on it.

   You can access records three ways:

   1. Name/Company/Personal tabs: Click tabs to select viewing option. You can search for a record as follows:

   • Last Name (Name Tab) - These are company-wide records.
   • Company Name (Company Tab) - These are company-wide records.
   • Personal List (Personal) - These are records only viewable by the individual user.

   Note: The records in the Personal Tab are stored separately from the Name/Company records; therefore, a Personal record will not show up in the Public (Name/Company) records.

   2. Group: Select a group from the drop-down menu (in Name/Company tabs only).

   3. Search: Enter a name.

3. From the Record Detail window, click Edit.

4. Change data as desired.

5. When done, click Save.

3. Copy Address Records

To copy a record in the Address Book, follow these steps:

1. From the Portal Page, click Address Book on the Office 4 menu.

   The Address Book window appears.

2. Select a record.

   You can access records three ways:

   1. Name/Company/Personal tabs - click a tab for viewing options.

   2. Group: Select a group from the drop-down menu.

   3. Search: Enter a name.

3. From the Record Detail window, click Copy & Add.

   The Register Record window appears with data in initial record.

   Note: The record copied will be company-wide/personal based on the original record. You cannot copy a company-wide record into your personal records or visa versa.

4. Change data as desired.

5. When done, click Register.

4. Delete Personal Address Records

To delete a personal address record from the Address Book, follow these steps:

1. From the Portal Page, click Address Book on the Office 4 menu.

   The Address Book window appears.

2. Click the Personal tab.

3. Click an address record to delete.

   The Address Record Details window appears.

4. Click Delete.

5. When done, click Yes to confirm.

5. Delete All Records from the Personal List

To delete all address records in your Personal tab, follow these steps:

1. From the Portal Page, click Address Book on the Office 4 menu.

   The Address Book window appears.

2. Click the Personal tab.

   The Personal window appears.

3. Click Delete All.

   Note: Be sure to make a back up of Personal addresses if you want to delete, as this action cannot be undone.

4. When done, click Yes to confirm.

6. Export Personal Address Records to CSV Files

To export personal address records to a CSV (comma separated value) file, follow these steps:

Note: To export company-wide address records from the Address Book to a CSV file, you must be a system administrator. See Admin Settings > Export Address Record to CSV file.

1. From the Portal Page, click Address Book on the Office 4 menu.

   The Address Book window appears.

2. Click the Personal tab.

   The Personal window appears.

3. Click Import/Export.

   The Import/Export Address Records in Personal Address List window appears.

4. From the Export Record Data to CSV File field, click address.csv.

   The download location window appears.

5. Select a location to save the exported file.

6. When done, click Save.

7. Import Personal Address Records via CSV Files

To import a CSV (comma separated file) of personal address records to Address Book, follow these steps:

1. From the Portal Page, click Address Book on the Office 4 menu.

   The Address Book window appears.

2. Click the Personal tab.

   The Personal window appears.

3. Click Import/Export.

   The Import/Export Address Records in Personal Address List window appears.

4. From the Import Record Data in CSV File field, click Browse.

   The File Upload window appears.

5. Select your CSV file.

   Note: Be sure the file is formatted to match the default column order as shown on the Import/Export page in order to ensure the data is imported into the proper fields.

6. When done, click Import.

8. Browse Address Records

To browse address records in the Address Book, follow these steps:

1. From the Portal Page, click Address Book on the Office 4 menu.

   The Address Book window appears.

2. Select a record. You can access records three ways:

   1. Name/Company/Personal tabs: Click tabs to select viewing option. You can search for a record as follows:

   • Last Name (Name Tab) - These are company-wide records.
   • Company Name (Company Tab) - These are company-wide records.
   • Personal List (Personal) - These are records only viewable by the individual user.

   2. Group: Select a group from the drop-down menu.

   3. Search: Enter a name.

   The Record Detail window appears.

9. Search Company-wide Address Records

To search for an address record in the Address Book, follow these steps:

1. From the Portal Page, click Address Book on the Office 4 menu.

   The Address Book window appears.

2. Click either the Name or Company tab.

3. From either the Name or Company window, click Advanced Search (far right).

   The Search window appears.

4. Set the search criteria.

   • Group: Allows you to search by group.
   • Keyword: Allows you to search using special words or phrases.

   Check the boxes beside various fields that you want to search.

5. When done, click Search.

10. User Directory

The User Directory is a list of all Users registered in Office 4. To view User records, follow these steps:

1. From the Portal Page, click Address Book on the Office 4 menu.

   The Address Book window appears.

2. Click the User Directory tab.

   The User Directory window appears.

3. Click the name of the record you wish to view.

   The User Information window appears.

4. If you chose your User record, you can change or enter personal data.

   Note: You can only change your own information, unless you're a system administrator.

5. When done, click Save.

11. View Setting

(User Settings)

View setting allows you to change the view of your Address Book tabs. This setting will be unique to you.

1. From the Portal Page, click Address Book on the Office 4 menu.

   The Address Book window appears.

2. Click the Name, Company, or Personal tab.

3. From the Name, Company, or Personal window, click View Setting.

   The View Setting window appears.

4. Select your view options as follows:

   • Select the fields you want to display in your record lists (separate choices for company-wide and personal lists).
   • Select the number of address records you want to appear on each page.
   • Choose your Address Book home page to default to sort by last name (Name Tab) or by company (Company Tab).

5. When done, click Save.

12. Access Permissions Chart

(System Settings)

The following chart displays the list of access permissions for Address Book. Guest users are users who are not registered as users in the System Setting of Office 4.

Setting Items	Guest	Registered Users	Administrator
Browse Address Records	Set with access permissions	Yes	-
Edit/Delete Address Records	Set with access permissions	Yes	-
Delete Address Records	No	No	Yes
Customize Address Items	No	No	Yes
Import/Export Address Records in CSV file	No	No	Yes

13. Set Access Permissions

(System Settings)

As a system administrator, you control the Address Book access permissions for registered users and guest users. To change permissions, follow these steps:

1. From the Portal Page, choose Address Book > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

2. Select Access Permission Setting.

3. Select permission settings as desired.

4. When done, click Save.

14. Set Up Address Fields

(System Settings)

As a system administrator, you control the fields that appear in all company-wide address records. To add/edit/delete these fields, follow these steps:

1. From the Portal Page, choose Address Book > Setting > Address Field Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

2. Select address field settings accordingly.

   • Last name and company name are required, and cannot be edited or removed.
   • First name, middle name and email fields cannot be removed, but they can be edited to be required/optional.

   To add fields, click Add, type in name and choose settings. Click Add.

   To edit fields, choose a field, click Edit, and make changes as necessary. Click Save.

   To delete fields, choose a field, click Delete, and make changes as necessary. Click Delete.

   Note: If you delete a field, all data corresponding to that field will be permanently deleted.

3. For further clarity of field settings, see the chart below.

   
   

   Setting Fields	Contents
   Name of Fields	Name of Address Record Fields. Input text will be displayed as Name of Fields. Number of characters is up to 100 in Internet Explorer and Netscape.
   Required Items	Set as Required Items
   Email Address	Input characters will be treated as an Email address.
   URL	Input characters will be treated as a URL.
   May input data in multiple lines	You can input data without limitation in number of characters. It will be displayed in a single line on the Address Book screen.

15. Delete Company-wide Address Records

(System Settings)

As a system administrator, you can delete an address record from the company-wide Address Book. Users only have the ability to delete Personal address records.

To delete company-wide address records, follow these steps:

1. From the Portal Page, click Address Book on the Office 4 menu.

   The Address Book window appears.

2. Select a record.

   You can access records three ways:

   1. Name/Company: Click tab for viewing options.

   2. Group: Select a group from the drop-down menu.

   3. Search: Enter a name.

3. You must be a system administrator to delete:

   • From the Record Window, click Delete.
   • When prompted for a password, enter the admin password.
   • Click Yes in the "Are you sure?" screen.

16. Delete All Address Records

(System Settings)

As a system administrator, you can delete all the company-wide address records in Office 4. Be sure you have a data backup before deleting, as this action cannot be undone.

1. From the Portal Page, choose Address Book > Setting .

   If you are not already logged in as Admin, enter your admin password when prompted.

2. Select Delete All Records.

3. When prompted, click Yes to confirm deletion.

17. Export Company-wide Address Records to CSV Files

(System Settings)

As a system administrator, you have the option to export all company-wide address records from the Address Book to a CSV (comma separated value) file.

1. From the Portal Page, choose Address Book > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

2. Select Import/Export Address Records.

3. From the Export Record Data to CSV File area, click address.csv.

   The download location window appears.

4. Select a location to save the exported file.

5. When done, click Save.

18. Import Company-wide Address Records via CSV Files

(System Settings)

As a system administrator, you have the option to import a CSV (comma separated value) file of address records to the Address Book. These records will be company-wide records.

Note: Users can import their own CSV files for Personal records.

1. From the Portal Page, choose Address Book > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

2. Select Import/Export Address Records.

3. From the Import Record Data in CSV File screen, click Browse.

   The File Upload window appears.

4. Select a file to upload.

   Note: Be sure the file is formatted to match the default column order as shown on the Import/Export page in order to ensure the data is imported into the proper fields.

5. When done, click Import.