Help for Lotus Notes 8 (basic configuration) - Selecting addresses from your contact list or a directory

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Selecting addresses from your contact list or a directory
When you address a new mail message or meeting invitation, you can use the Select Addresses dialog box to select addresses from your contact list or a directory.

To display the Select Addresses dialog box, open your mail, create a new message, and then click the To field label in the new message.

The Directory field lists any local contact lists you have specified, Domino™ directories on available Domino servers, and Internet address directories. For information on available Domino directories, see your system administrator. For information on Internet address directories, see Setting up Notes to search an Internet directory for addresses. Local contact lists are called Your Name's Contacts (for example, Jane Q Public's Contacts) unless you've edited their names.

To select an address from a local contact list

1. (Optional) If you have more than one local contact list, select one in the Directory field.

2. Select a person or group name from the list and click To. You can add names to the cc: and bcc: fields in the same way.

Note

Everyone who receives the message can see and reply to names in the

field. Each person in the

bcc

field sees only his or her own name in that field, and recipients in the

and

fields see nothing in the

bcc

field.

3. (Optional) Add other addresses to the list on the right.

4. Click OK.

To customize your selection

You can use other fields in the Select Addresses dialog box to search address books more efficiently.

Task Description

Scroll closer to a name in the selected contact list In the Find names starting with field, type the first few letters of the name of the person or group you're looking for, and then click OK. Names are sorted by last name by default.
If you select your contact list to search, the way the Select Addresses dialog box sorts names is not related to the sort order you select in your contacts preferences.

See contact information about a selected name Select a name from the list on the left and click Details.
This is the same information as in the person's contact document in your contact list, or in the person's Person document in a Domino directory.

Select names from a Domino directory for your message Select a Domino directory from the list in the Directory field, and add names from the list on the left.
Note This is useful when you want to address a message to a public mailing list but don't know how to spell the list name.

Add a name from a Domino directory to your contact list Select a Domino directory from the list in the Directory fied, select a name from the list on the left, and then click Add to Contacts.

Search an Internet directory for names. Select an Internet directory from the list in the Directory field.

Search all address books or Internet directories Select Local Address Books from the list in the Directory field.
See To search your contact list and Domino directories. For example, if you receive a message from someone whose Internet address you don't recognize, you can search directories to find the full name of the person with that address. You can also expand your search to the Internet.

Display names on the left in a different way In the View by field, select a way to sort names other than the default List by name:

Notes name hierarchy (sorts names by domains within your organization)
Corporate hierarchy (if your organization has one, this is a structure determined by your administrator)
Categorized by language (alphabetical)

Remove a name from the recipient list on the right Select the name and click Remove.

Remove all names from the list on the right Click Remove All.

Display additional local contacts files in the Directory list Add them to your user preferences. For more information, see Changing or adding contacts files.

See Also

Addressing mail

Finding contacts or Internet e-mail addresses

Adding contacts

Adding group entries to your Contacts

Contacts preferences

Glossary

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Task	Description
Scroll closer to a name in the selected contact list	In the Find names starting with field, type the first few letters of the name of the person or group you're looking for, and then click OK. Names are sorted by last name by default. If you select your contact list to search, the way the Select Addresses dialog box sorts names is not related to the sort order you select in your contacts preferences.
See contact information about a selected name	Select a name from the list on the left and click Details. This is the same information as in the person's contact document in your contact list, or in the person's Person document in a Domino directory.
Select names from a Domino directory for your message	Select a Domino directory from the list in the Directory field, and add names from the list on the left. Note This is useful when you want to address a message to a public mailing list but don't know how to spell the list name.
Add a name from a Domino directory to your contact list	Select a Domino directory from the list in the Directory fied, select a name from the list on the left, and then click Add to Contacts.
Search an Internet directory for names.	Select an Internet directory from the list in the Directory field.
Search all address books or Internet directories	Select Local Address Books from the list in the Directory field. See To search your contact list and Domino directories. For example, if you receive a message from someone whose Internet address you don't recognize, you can search directories to find the full name of the person with that address. You can also expand your search to the Internet.
Display names on the left in a different way	In the View by field, select a way to sort names other than the default List by name: Notes name hierarchy (sorts names by domains within your organization) Corporate hierarchy (if your organization has one, this is a structure determined by your administrator) Categorized by language (alphabetical)
Remove a name from the recipient list on the right	Select the name and click Remove.
Remove all names from the list on the right	Click Remove All.
Display additional local contacts files in the Directory list	Add them to your user preferences. For more information, see Changing or adding contacts files.