What is Address Book?

Address Book lets you 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 Member 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 Home Page, click Address Book on the Share360 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 Address Record.
   • To add a Personal record (viewable only by you), click on the Personal Tab, then click Add Address Record.

   The Add Address Record window appears.

3. Enter data accordingly.

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

4. When done, click Add.

2. Edit Address Records

To edit an existing record in the Address Book.

1. From the Home Page, click Address Book on the Share360 menu.

   The Address Book window appears.

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

   You can access records in three ways:

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

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

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

   2. Group: Select a group from the drop-down menu (in By Name/By 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 Home Page, click Address Book on the Share360 menu.

   The Address Book window appears.

2. Select a record.

   You can access records in three ways:

   1. Name/By Company/By 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 to Add New Record.

   The Register Record window appears with data from the initial record.

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

4. Change data as desired.

5. When done, click Add.

4. Delete Personal Address Records

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

1. From the Home Page, click Address Book on the Share360 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. Click Delete to confirm.

5. Browse Address Records

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

1. From the Home Page, click Address Book on the Share360 menu.

   The Address Book window appears.

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

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

   • Last Name (By Name Tab) - These are company-wide records.
   • Company Name (By 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.

6. Search Company-wide Address Records

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

1. From the Home Page, click Address Book on the Share360 menu.

   The Address Book window appears.

2. Click either the By Name or By Company tab.

3. From either the Name or Company window, enter text into the search box and click Search (far right).

   The Search window appears with results of your initial search.

4. For a more advanced search, set the search criteria.

   • Group: Search by group.
   • Keyword: Search using special words or phrases.

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

5. When done, click Search.

7. Member Directory

The Member Directory is a list of all Users registered in Share360. To view User records, follow these steps:

1. From the Home Page, click Address Book on the Share360 menu.

   The Address Book window appears.

2. Click the Member Directory tab.

   The Member Directory window appears.

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

   The User Information window appears.

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

   Note: You can only change your own information unless you are a system administrator.

5. When done, click Save.

8. 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 Home Page, click Address Book on the Share360 menu.

   The Address Book window appears.

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

3. From the Name, Company, or Personal window, click My Options (in footer) or Options (top right).

   Note: You can access My Options from any page; just use the left navigation in My Options to find the specific Home Page or application options.

   The My Options/Address Book window appears.

4. Click Customize View.

5. 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 (By Name Tab) or by company (By Company Tab).

6. When done, click Save.

9. Delete All Records from the Personal List

(User Settings)

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

1. From the Home Page, click Address Book on the Share360 menu.

   The Address Book window appears.

2. Click the Personal tab.

   The Personal window appears.

3. Click My Options (in footer) or Options (top right).

   The My Options/Address Book window appears.

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

4. Click Delete All Personal Addresses.

5. Click Yes to confirm.

10. Export Personal Address Records to CSV Files

(User Settings)

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 Tools>Address Book>Import/Export Company-wide Addresses.

1. From the Home Page, click Address Book on the Share360 menu.

   The Address Book window appears.

2. Click the Personal tab.

   The Personal window appears.

3. Click My Options (in footer) or Options (top right).

   Note: You can access My Options from any page; just use the left navigation in My Options to find the specific Home Page or application options.

   The My Options/Address Book window appears.

4. Click Import/Export Personal Addresses.

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

   The download location window appears.

6. Select a location to save the exported file.

7. When done, click Save.

11. Import Personal Address Records via CSV Files

(User Settings)

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

1. From the Home Page, click Address Book on the Share360 menu.

   The Address Book window appears.

2. Click the Personal tab.

   The Personal window appears.

3. Click My Options (in footer) or Options (top right).

   Note: You can access My Options from any page; just use the left navigation in My Options to find the specific Home Page or application options.

   The My Options/Address Book window appears.

4. Click Import/Export Personal Addresses.

5. From the Import Data for Records from CSV File, click Browse.

   The File Upload window appears.

6. 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.

7. When done, click Import.

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 Share360.

Setting Items	Guest	Registered Users	Administrator
Browse Address Records	Set with access permissions	Yes	-
Edit/Delete Address Records	Set with access permissions	Yes	-
Delete Company-wide Address Records	No	No	Yes
Customize Address Record Fields	No	No	Yes
Import/Export Company-wide 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 and guest users. To change permissions, follow these steps:

1. From the Home Page, choose Address Book > Admin Tools (in footer).

   Note: You can access Admin Tools from any page; just use the left navigation in Admin Tools to find the specific application options.

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

2. Select Access Permission (Company-wide Addresses) .

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 Home Page, choose Address Book > Admin Tools (in footer).

   Note: You can access Admin Tools from any page; just use the left navigation in Admin Tools to find the specific application options.

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

2. Click Address Fields (Company-wide Addresses).

3. 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, and click Delete. Click YES.

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

4. For further clarification 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 Home Page, click Address Book on the Share360 menu.

   The Address Book window appears.

2. Select a record.

   You can access records in three ways:

   1. By Name/By 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 Delete to confirm.

16. Delete All Address Records

(System Settings)

As a system administrator, you can delete all the company-wide address records in Share360. Be sure you have a data backup before deleting, as this action cannot be undone.

1. From the Home Page, choose Address Book > Admin Tools.

   Note: You can access Admin Tools from any page; just use the left navigation in Admin Tools to find the specific application options.

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

2. Select Delete All Company-wide Addresses .

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 Home Page, choose Address Book > Admin Tools.

   Note: You can access Admin Tools from any page; just use the left navigation in Admin Tools to find the specific application options.

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

2. Select Import/Export Company-wide Addresses .

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 Home Page, choose Address Book > Admin Tools (in footer).

   Note: You can access Admin Tools from any page; just use the left navigation in Admin Tools to find the specific application options.

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

2. Select Import/Export Company-wide Addresses .

3. From the Import Data for Records from CSV File area, 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.

19. Set Up New Fields in Member Directory

As a system administrator, you can customize data fields in the Member Directory. Follow these steps:

1. From the Home Page, choose Address Book/Admin Tools/Address Fields (Member directory).

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

2. Choose an option to add, edit, or delete a field.

   To add a field: Click Add, enter a name, select a type, then click Add.

   To edit a field: Select a field to edit, click Edit, change as desired, then click Save.

   To delete a field: Select a field to delete, click Delete, then click Yes to confirm.

   You cannot edit a Name, Email, URL, or Contact field because they are set as default user fields.

20. Change Display Order of Member Directory Fields

As a system administrator, you can change the display order of Member Directory fields. Follow these steps:

1. From the Home Page, choose Admin Tools/Address Book/Address Fields (Member directory).

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

2. Select a member field to move to a different location.

3. Click the Up arrow or the Down arrow to move the member field up or down, respectively.

21. Edit User Directory as System Administrator

As a system administrator, you can edit the User Directory information of any users. Users can only edit their own information.

To edit User Directory information that is not yours, follow these steps:

1. From the Home Page, click User Directory.

2. Select a group containing the registered user you want to edit.

3. Select a registered user.

4. Click Edit as System Administrator.

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

5. Enter user information.

   Default Group will be set up as the group displayed initially when the user opens the User Directory.

   The Picture with Browse field displays the image file.

   You can only attach files that have extensions such as .gif or .jpg.

6. When done, click Save.