Help for Lotus Notes 8 (basic configuration) - Creating a new contact entry

CONTACTS

Creating a new contact entry
Use contact entries to store information about a contact such as name, address, phone number, e-mail and more. You can specify information in any of the fields, and you can customize some fields for the entry. You can also designate a "primary" e-mail address, phone number, and address. The primary entry is the one that displays in Contacts views.

Note If you are upgrading to release 8 and you modified one or more e-mail labels in a previous release, some data may display in unexpected sections.

1. From the My Contacts view, click New Contact.

2. Specify information in any of the fields; click a link to customize the fields.

3. (Optional) Click Select Address Format to use something other than the default when displaying contact entries in the preview pane and when printing labels. Setting this field for a contact entry overrides the Contacts preference.

4. (Optional) Click to add a picture of the contact to the entry.

Note

The recommended size in pixels is 85w x 74h. Any image you import is automatically resized to these specifications.

5. (Optional) For Contact Name, the Name Helper appears if you enter a name that has more than two parts. Specify how to divide contact names that do not fit the default name division of first, and last (Peter Le Clair for example).

Tip

You can suppress the appearance of the Name Helper by setting a Contacts preference to always accept the default division. If you set the preference, you can still click the Contact Name link to specify the name division and override the preference for the current entry.

6. Click any of the links, such as E-mail or Phone Numbers, to customize field information.

7. Under Other Information, for Messaging ID, if you know your contact’s instant message ID, enter it here. If you leave this field blank, Notes uses the primary E-mail address you provided.

8. If you do not, the contact's online status will not display in your Contacts views.

9. (Optional) In the Category field, enter one or more categories, separated by commas. Categories do not exist unless you create them. After you have created a category, it is available for you to choose from a list when you click the Category link.

10. (Optional) On the Comments tab you can add attachments or rich text in the area provided.

11. (Optional) Click the Names & Certificates tab to specify any of the following optional information or to verify that you have certificate information necessary to encrypt messages:

Field Do this

Full name Specify more than one name separated by semicolons in the field (for example, Rob O'Toole/Marketing/Acme; Rob O'Toole; Robbie O'Toole; mypalRob).

Short name Specify an abbreviated name for a contact with an Internet mail address. For example, "rs" for rob_otoole@acme.com).
When you enter the short name in a message, the type-ahead feature supplies the rest of the Internet mail address.

Phonetic name Enter the name in a phonetic script (such as Hiragana) for names that have ambiguous pronunciation (such as Japanese Kanji names).

Mail domain Specify a domain for a contact you know uses Notes mail, for faster sending.

View Display name format Select either Firstname Lastname or Lastname Firstname to Change how this contact name is sorted in the Contacts view.
Note This setting overrides the default in the Contacts preferences.

Certified public key or Flat name key
To encrypt messages you send you must have the contact's public key.
Ask the contact to mail you a public key. When you receive it, enter the key in the appropriate field, depending on the type of key.

12. Click Save & Close, or Save and Add Another to save the contact entry and return to a blank form to create another entry.

See Also

Adding contacts

Adding group entries to your Contacts

Glossary

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Glossary

Field	Do this
Full name	Specify more than one name separated by semicolons in the field (for example, Rob O'Toole/Marketing/Acme; Rob O'Toole; Robbie O'Toole; mypalRob).
Short name	Specify an abbreviated name for a contact with an Internet mail address. For example, "rs" for rob_otoole@acme.com). When you enter the short name in a message, the type-ahead feature supplies the rest of the Internet mail address.
Phonetic name	Enter the name in a phonetic script (such as Hiragana) for names that have ambiguous pronunciation (such as Japanese Kanji names).
Mail domain	Specify a domain for a contact you know uses Notes mail, for faster sending.
View Display name format	Select either Firstname Lastname or Lastname Firstname to Change how this contact name is sorted in the Contacts view. Note This setting overrides the default in the Contacts preferences.
Certified public key or Flat name key To encrypt messages you send you must have the contact's public key.	Ask the contact to mail you a public key. When you receive it, enter the key in the appropriate field, depending on the type of key.