Your Address Book

What you can learn in this topic

• How the Address Book works
• How to add contacts to your Address Book or another group
• How to edit a contact's display name
• How to create, rename, and delete contact groups
• How to delete contacts from your Address Book and other groups
• How to export a group of contacts

How the Address Book works

The Address Book in Trumba® Connect is a collection of names and email addresses.

Note At the moment, you can store only a contact's name and email address in the Address Book.

The Address Book is just one of many groups that you can create. A group is any collection of contacts that serves a particular purpose. For example, a group might include the contacts to whom you send a scheduled calendar email message. Or, you might create a group of the people with whom you share a particular calendar. Groups correspond to distribution lists in Microsoft® Office Outlook® and other email programs.

While in most ways the Address Book acts like any other group, it has some unique properties.

• The Address Book is a location as well as a group. You manage all of your groups in the Address Book location.
• You can't delete or rename the Address Book group.
• The Address Book group is a complete list of all the contacts that you add to distribution lists for calendar email messages, calendar sharing permission lists, and any other groups.

  Contacts added to these other lists and groups automatically appear in the Address Book group.

Note The Address Book group is a complete list of your contacts but it is not a master list. If you delete a contact from the Address Book, you do not simultaneously delete it from calendar email distribution lists, sharing permission lists, and any other groups to which it belongs. To definitively purge a contact, you must delete it from each list or group where it appears.

In the Address Book location, you can create as many other contact groups as you want. For example, you might want to create a contact group for:

• Each calendar for which you send scheduled calendar email updates.

  What are scheduled calendar email updates?

• The people with whom you share a particular calendar.

  What does it mean to share a calendar?

• The people that you invite routinely to attend a particular type of event.

  How do I enable event registration?

How to add contacts to your Address Book or another group

You can add contacts to groups in different ways:

• Add one or more contacts by typing or pasting email addresses.
• Add one or more contacts by copying or moving them from another group.
• Add lots of contacts at once by importing a contacts file that you exported from another email program.
• Any contacts you add during the process of sharing a calendar or setting up a calendar email distribution list are automatically added to the Address Book group, if they aren't already in that group.
• When people sign up to attend an open event that you sponsor, you have the option of adding them to your Address Book group.

Notes

• You might see this symbol preceding contacts in the Address Book and other groups. The symbol indicates that the contact is a Trumba account holder.
• You can edit the display name for a contact in your Address Book if the contact's email address is not associated with a Trumba account. You can also add display names for contacts listed with only an email address.
• Although there is not a hard limit to the number of addresses that you can store in your Trumba Address Book, the Address Book can be difficult to work with if you import or create a large number of contacts, such as 1000 or more.

  In addition, if you want to import a large number of contacts, we recommend that you import them in batches of no more than a couple of hundred at a time.

Add one or more contacts by typing or pasting email addresses

Trumba Connect groups accept email addresses in standard Internet (SMTP) name@domain format. If you try to add an email address in some other format, you'll get an error message.

To add one or more contacts by typing or pasting email addresses

1. At the top of any calendar page, click Address Book.
2. On the Address Book page, under Groups, click the group to which you want to add the contacts.

   The group I want to add contacts to doesn't exist yet

3. Under Add Addresses, type or paste the email addresses that you want to add.
4. Click Add to Address Book or Add to Group to move the addresses into the Address Book or Group section on the right.

Add one or more contacts by copying or moving them from another group

If the contacts that you want to add to one group already exist in another group, you can copy them from one group to another. Or, if you no longer want the contacts in the original group, you can move them to the new group.

Note Because the Address Book group is a comprehensive list of all of your contacts, you can copy contacts from the Address Book to other groups but you can't move contacts from the Address Book to other groups.

To add one or more contacts by copying or moving them from another group

1. At the top of any calendar page, click Address Book.
2. On the Address Book page, under Groups, click the group from which you want to copy the contacts.
3. Select the contacts that you want to copy or move. In the action bar at the top of the group, in the drop-down list on the left, select Copy to Group or Move to group.

   Note If the group you're copying from is the Address Book group, you won't see Move to group in the drop-down list.

4. In the drop-down list on the right, choose the group to which you want to copy or move the contacts.

   The group I want to copy or move the contacts to doesn't exist yet

5. Click Go.

Import contacts from another program

To import contacts from another program into Trumba Connect, you must first export your contacts from the other program to a text file. If you have the option, the best text file format to use is Comma Separated Values (.csv) format. However, Excel (.xls) and text (.txt) formats also work.

I want to read some tips about setting up the file I exported before I import it into Trumba Connect

Just tell me how to import

Tips for setting up the contacts file that you want to import

This section describes ways to organize the data file you're importing so your contact groups in Trumba Connect look the way you want. You can find tips related to:

• Display names.
• Importing contacts from the same data file into different groups.
• Email address format.
• What to do if email addresses are in Exchange format.
• General tips about exporting from other programs.

Display names

How names appear in your Trumba Address Book depends upon whether they already exist in the Trumba Connect database and how they are organized in the text file you import. The following examples use the name Connie Miller with the email address of conniemiller@example.com to illustrate this point.

I want to edit or add a contact's display name.

• If an email address you import already exists in the Trumba Connect database, the name associated with that address appears in your Address Book the way it is listed in the database. This means that the name may look different from how it is listed in the text file you imported.

  For example, suppose the email address <conniemiller@example.com> already exists in the Trumba Connect database associated with the name Constance R. Miller. In the text file you import, the name associated with that same email address is Connie Miller. In your Address Book, you will see Constance R. Miller rather than the name in your text file.

• If your text file has one Name field with names listed like this: Miller, Connie and the email address associated with the name is not in the Trumba Connect database:

  It appears in your Trumba Address Book like this: Miller, Connie <conniemiller@example.com>

• If your text file has one Name field with names listed like this: Connie Miller and the email address associated with the name is not in the Trumba Connect database:

  It appears in your Trumba Address Book like this: Connie Miller <conniemiller@example.com>

• If your text file has two Name fields, one for First Name and one for Last Name and the email address associated with the name is not in the Trumba Connect database:

  It appears in your Trumba Address Book like this: Connie Miller <conniemiller@example.com>

Import contacts from the same data file into different groups

You can import contacts into a specific group by selecting the group's folder before you import (all contacts are also added automatically to the Address Book group, if they aren't already there). But what if not all of the contacts in the data file you're importing belong in the same group?

To set up a data file so that contacts import into different groups, add EmailGroup columns to your data file. For example:

• To import some contacts into Group 1 and some into Group 2, set up a data file so it looks something like this:

  

  Person One, Two, and Three are imported into the Address Book group. In addition, Person One is imported in Group 1 and Person Two into Group 2.

• To import contacts into more than one group at a time, set up a data file so it looks something like this:

  

  Person One, Two, and Three are imported into the Address Book group and into Group 3. In addition, Person One is imported in Group 1 and Person Two into Group 2.

Tip You can also import all of the contacts in a data file into a single group and then copy some of the contacts to other groups after you import.

Email address format

Trumba Connect groups accept email addresses in standard Internet (SMTP) name@domain format. If you try to import email addresses in some other format, the import may fail.

What to do if email addresses are in Exchange format

If you run Microsoft® Office Outlook® in connection with an Exchange server, the email addresses in the .csv file you export from Outlook may be in an internal Exchange format. Trumba Connect tries to parse the Exchange format to create SMTP email addresses it understands, but may not always succeed. See What to do if email addresses are in Exchange format for more information and a possible workaround.

General tips about exporting from other programs

For some tips on exporting contacts from other email programs, see Tips for exporting contacts files.

How to import a contacts file you exported from another program

To import a contacts file:

1. At the top of any calendar page, click Address Book.
2. If you didn't include group columns in your data file, on the Address Book page, under Groups, click the group to which you want to add the contacts.

   The group I want to add contacts to doesn't exist yet

3. Under Add to Address Book, click Import Email Addresses.
4. On the Import Email Addresses page, type the path or click Browse to locate the contacts text file you exported from another program.
5. Click Import.
6. Trumba Connect tells you how many contacts it added to the Address Book group.

   Tip The number added to the Address Book group may not match the total number of contacts you imported if some of them already existed in the Address Book group. Even when you add contacts to other groups, the message includes only information about the number added to the Address Book group.

Note If you get an error message when you import a file, see Tips for exporting contacts files.

How to edit a contact's display name

You can edit the display name for any contact with an email address that is not associated with a Trumba account. You can also add display names for contacts listed with only an email address.

Tip Trumba account holders have this symbol before their display names.

To edit or add a display name

1. At the top of any calendar page in the Trumba editing environment, click Address Book.
2. On the Address Book page, under Address Book, pause your cursor over the display name or email address for the contact you want to change.

   An edit box appears. The box contains the current display name, if there is one, or is blank, if no display name currently exists.

   

3. If a display name exists, select it. Type the display name you want to use, and then press Enter.

How to create, rename, and delete contact groups

To manage your contact groups, go to the Address Book location.

To create new groups

1. At the top of any calendar page in the Trumba editing environment, click Address Book.
2. On the Address Book page, under Groups, click New Group.
3. Select Unnamed and type a name for the group.

   You'll have to click the Address Book or another group before the new group name becomes a hyperlink.

How do I add contacts to a new group?

To rename groups

1. At the top of any calendar page in the Trumba editing environment, click Address Book.
2. On the Address Book page, under Groups, click the group you want to rename.
3. Place your cursor over the group name. Select the old name, and then type the new name you want to use.

To delete groups

1. At the top of any calendar page in the Trumba editing environment, click Address Book.
2. On the Address Book page, under Groups, click the group you want to delete.
3. Click Delete Group.

I don't want to delete the entire group. I just want to delete some contacts in the group.

How to delete contacts from groups

You can delete contacts from groups at any time. If a contact occurs in more than one group, you must delete the contact from each group to get rid of it altogether.

I don't want to delete the contacts altogether. I just want to move them from one group to another.

1. At the top of any calendar page in the Trumba editing environment, click Address Book.
2. On the Address Book page, under Groups, click the folder for the group that contains the contacts that you want to delete.
3. Select the checkbox to the right of the email address for each contact that you want to delete.

   Or, to select all the email addresses, for Select, click All.

4. In the action bar at the top of the group, in the drop-down list on the left, select Remove.
5. Click Go.

Tip Deleting a contact from the Address Book group does not simultaneously delete it from every calendar distribution list. If you want to stop sending a calendar email to one or more contacts, remove those addresses from the calendar's distribution list.

How to export a group of contacts

You might want to export contacts if you want to create a backup copy of your Trumba Address Book or if you want to import the contacts into another program.

When you export contacts from a group, you create a text file in Comma Separated Values (.csv) format. You can open .csv files in Microsoft Excel or import them into many other email programs.

Tip If you want to create a complete backup of all of your contacts, export the Address Book group. This group is comprehensive and includes contacts from all of your other Trumba Connect groups and distribution and sharing lists.

The .csv file that you export contains three columns and looks something like this:

• EmailAddress

  This column lists the contacts' email addresses.

• EmailDisplayName

  This column lists contacts' display names.

• EmailGroup

  This column lists the groups in Trumba Connect to which the contact belongs. When no groups are listed, the contact is a member of only the Address Book group. If you import the file into another program, this column will most likely be ignored.

To export the contacts in a group

1. At the top of any calendar page, click Address Book.
2. On the Address Book page, under Groups, click the group that you want to export.
3. Click Export Email Addresses.
4. In the dialog box, choose to save the file to your computer.