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Book Excerpt: My MacBook by John Ray

Chapter 4: Managing Contacts and Appointments

Creating a New Contact
To create a new contact, gather all the information you have available for the person, then do the following.

Highlight the group that the contact should be added to.

Click the + button below the Name column.

A new No Name contact is added, and the empty contact details display.

Use the fields in the detail area to enter information for the contact.

Click Company to classify the entry as a business rather than a personal contact.

Set the context for the card's fields (for example, choose home, work, or cell)

If you'd like to store additional information for the contact, choose Card, Add Field from the menu.

Click the Edit button at the bottom of the contact details to finish editing the contact.


Moving and Editing Contacts - If you find that you've filed your contact in the wrong group, just drag and drop the contact name into another group. You can re-edit contact details at any time by selecting them and clicking the edit button below the details pane.


Setting a Contact Image
Contact images can help you visually identify individuals in your address book and are even displayed in Mail or shown on your iPhone if you sync your phone with Address Book. To set an image for a contact, complete these steps.

Find and select the contact that you want to associate with an image.


Select Card, Choose Custom Image from the menu bar.

Click the Camera icon to take a new picture.

Alternatively, click Choose to choose a picture from your computer.

Set cropping and size for the picture by dragging it within the image window and adjusting the zoom slider.

Apply effects, if desired, using the Effects button.

Click Set to finalize the contact's custom image.


Creating "My" Card
Many system applications and utilities need to identify information about you. To tell Address Book who you are, enter a new contact for yourself, and then follow these steps.

Find and select your name in the Address Book

Choose Card, Make This My Card from the menu bar.


The Importance of Me - You need a functional "My" card to fully use iCal, so be sure to set this if you have any intention of running iCal.


Editing the Contact Template
If you find that you constantly need to add new fields to contacts, you might want to consider modifying the default contact template. Changing the default gives you a starting place for all future contacts.

Choose Address Book, Preferences from the menu bar.

Click the Template icon in the Preferences toolbar.

Use the Add Field drop-down menu to add additional fields to the contact template.

Click the double arrows to open the pop-up menus in the front of each field to set the context for fields displayed in the template.

Close the Address Book preference window when you're finished.


Searching Contacts
When you aren't sure of an exact name, or where you filed a contact, you can quickly search across all of your groups and contact data.

Highlight the address groups to search.

Type into the search field in the upper-right corner.

As you type, the contact list is filtered to show only matching contacts.

Using Network Contacts
Address Book isn't just limited to keeping information on your MacBook; it can also synchronize with Google, Yahoo, and MobileMe address books, and connect to enterprise directory servers, such as Exchange 2007, and standard LDAP servers.


MobileMe Details - MobileMe-specific features are covered in Chapter 7, "Using MobileMe to Access Your Data from the Road.


Synchronizing with Google and Yahoo! Contacts
If you have a Google Mail or Yahoo! Account and would like to transfer your contacts to or from these systems, you can easily configure Address Book to automate the process.

Choose Address Book, Preferences from the menu bar.


Click the Accounts icon in the preference window.

Click On My Mac.

Choose the Account Information button in the details pane to the right.

Click the checkboxes in front of Synchronize with Yahoo!, Synchronize with Google, or both.


Enter your Google or Yahoo! Account information, when prompted.

Click OK.

Close the Address Book preferences window.


Detecting and Merging Duplicates
Over time you might find that you've created several Address Book entries for a single person. To identify and merge duplicate cards, follow these steps.

Choose Card, Look for Duplicates from the menu bar.


Address Book analyzes your contacts and presents you with the option to merge identified duplicates.

Click Merge to fix the duplicates.



Merging Cards - If you manually identify two or more cards that need to be merged, select the cards, then choose Card, Merge Selected Cards from the Address Book menu bar.


Connecting to Enterprise Directory Servers
Many organizations provide central enterprise contact directories that you can access via Address Book. Address Book supports three standards: Exchange 2007, CardDAV, and LDAP. Using a central server means that changes and updates are available immediately for everyone who is connected.

Choose Address Book, Preferences from the menu bar.


Click the Accounts icon in the Preferences toolbar.

Click the + button below the Accounts List.

The account creation window appears. Use the fields in the window to set the server type, address, and login information.


If you're setting up Exchange, you are prompted to automatically set up corresponding email accounts and iCal calendars.

Click Create to provision the server.


The new server appears as a blue book in the group list. You can click to select it and search the group. 

Exporting vCards from Address Book
vCards are small files that store all the Address Book entries for one or more individuals or organizations. Exporting the vCard enables you to share your contacts with others by sending them as an email attachment to someone else.

To export vCards from Address Book, follow these steps.

Highlight one or more entries in the Address Book.

Drag from one of the contact names to your desktop.


A vCard file is created with all of the exported contacts. 


Importing vCards - To import a vCard, reverse the process. Drag a received vCard into Address Book (or double-click it in the Finder) and it is imported automatically.


Printing Addresses
For those times when you need to use actual paper for your communications, Address Book provides several useful print options for printing your contacts onto envelopes or labels.

Select individual contacts or contact groups to print.


Choose File, Print from the menu bar.


Click the disclosure push button (next to the Printer name field) until the full print dialog window appears.

Use the Style pop-up menu to select an output format (Mailing Labels, Envelopes, and so on).

Set any of the additional configuration options for the style you've chosen.

Click Print to output the contact information in the selected style.



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