Managing Address Books

Address book allows you to create multiple address books, share your address book with other users as well as specific users. You can also assign specific permissions to users who subscribe to your address book. You can also subscribe to other shared address books.

You can share an address book by selecting Manage Address Books option from the Current Address Book drop-down list on the main address book page.

Manage Address Book Page

The Manage Address Book page contains the following address book specific information:

Personal Address Books: All personal address books for the current user is displayed here.
Remote Address Books. The user's remote address book is displayed here.
Subscribed Address Books. All address books that the current user has subscribed to are displayed here.

From the Manage Address Book page, you can:

Create a new address book and share it with all users or a specific user.
View Address Books
Subscribe to Address Books
Edit and Share an address book with all users or a specific user.

The Manage Address Book page contains the following columns:

Name: The name of the address book.
Description: A short description of the address book.
Owner: The user who owns the address book.
Properties: This field allows users to edit properties for the selected address book. For example, users can change permissions or add specific users to their address book.
Action: The action the user can perform on the address book.
The following actions are available:
- Delete: To delete an address book
- Unsubscribe: To unsubscribe from an address book. This option is available for all the address books that the user has subscribed to.

Address Book Permissions

This section describes how permissions on a shared address book permissions are specified and what they mean to the users who have subscribed to your address book.

You can assign the following permissions on your address book:

Read :Allows users to read entries of your address book.
Write: Allows users to read and modify entries in your address book.
Delete: Allows users to read, write, and delete entries in your address book
Create: Allows users to read, write, delete, and create new entries in your address book.

How Address Book Permission Mechanism Works

When you assign permissions on your shared address book, all permissions except the read permission are inclusive of one or more permissions.

For example, when you:

Assign Write permissions on your shared address book, it implies that your address book is readable
Assign Delete permissions on your shared address book, both read and write permissions are implied
Assign Create permission, it implies that the subscribed user has read, write, and delete permissions on the shared address book.

Note - When permissions are assigned on an address book, the permissions are only applicable to the entries of the address book and not the address book itself. The users who subscribe to the shared address book can only perform read, write, delete, or create actions (as assigned by the owner) only on the address book, and cannot change the properties of the address book.

Global Permissions Verses Specific Address Book Permissions

The owner of a shared address book can assign permissions to all subscribers as well as assign specific permissions (such as write, delete, or create) to specific subscribers. Consider a scenario where the owner of an address book wants to provide read access to his address book to all users who want to subscribe to the shared address book and provide certain more privileges like write, delete, or create to a specific user.

Create a New Address Book

You can create a new address book from the Manage Address Books page. You can also assign permissions to users who wish to subscribe to your address book, as well as share your address book with specific users.

To Create a New Address Book

Click on the New button. The Create Address Book window appears.
The Create Address Book window contains the following sections:
- General Information, where you specify the name and description of the new address book.
- Share this Address Book, where you can specify the permissions you want to give users who have subscribed to your address book.
- Share this Address Book with Specific Users, where you can add a specific user to subscribe to your address book.
Note - Mandatory fields are indicated with a * symbol.
Enter the following details:
- Address book Name: The name of your address book.
- Description: A short description of the address book.
If you wish to share this address book, assign appropriate permissions. For more information on address book permissions see Address Book Permissions.
If you wish to share the address book with specific users, enter the user name or select specific users from the Corporate Directory by clicking the Add from Address book button. For more information see Add Specific Users to a Shared Address Book.
Once the users are added to the list, you can assign specific permissions. For more information on assigning permissions, see Address Book Permissions
Click Save to save the address book.

Add Specific Users to a Shared Address Book

You can add specific users with whom you can share your address book, by searching through the corporate directory.

To Add a Specific User

Click Add from Address Book button. The Search Remote Address Book window appears.
Enter the name of the user in the Search field and click Search. All users matching the search criteria are displayed along with their name and primary email address.
Select the user (or users) of your choice and click Add Addresses button. The users are included in the Permissions Section of the Create Address Book window.
Assign specific permissions to the user by selecting by selecting the check boxes provided. For more information on specifying permissions, see Address Book Permissions.

Edit Address Book Properties

You can edit your personal address books or subscribed address from the Manage Address Book page.

To Edit Address Book Properties

Select the address book you want to edit from the Manage Address Book page and click the Edit link from the Properties column. The Edit Address Book Properties window is displayed with the current properties.
The Edit Address Book page contains the following sections:
- General Information: Edit the Address book Name and Description fields as required.
- Share this Address Book: Select the new permissions that you would like to assign to users who would like to subscribe to your address book. For more information on address book permissions, see Address Book Permissions
- Share this Address Book with Specific Users: Add or remove users using the Add From Address Book button or Remove button respectively. For more information see Add Specific Users to a Shared Address Book
Click Save to save the properties.

View Address Books

The Manage Address Book page allows you to view your personal, remote, and subscribed address books. To view an address book, select the address book you wish to view by clicking on the radio button and click View Address book. The address book will be displayed.