An Contacts is used to store and manage the contact information that a user frequently uses or needs to remember later. It can be divided into two types according to the nature.
- Personal Contacts
It is an Contacts personally managed by a user. The user can directly input, delete and manage the contacts.
- Department Contacts
This is a list of contact information managed within a department. The department members can freely add and share contact information.
- Shared Contacts
This is a publicly available list of contact information. Shared Contacts are created in Site Admin and the admin gives read and write permissions to users.
The Contacts screen is organized as follows:
Figure 4-1Contacts Screen Layout
1Add Contact - Use this button to add new contact information.
2Personal Contacts– It is a list of Contactss created by the user.
3Department Contacts - This is a list of contact information shared by internal department members.
4Public Contacts–It is a list of Contactss created by the administrator.
5Contacts toolbar–It is used to add or delete a contact information.
6Contacts index–It is an index to quickly search the Contacts. Korean consonants, alphabets and numbers are available.
7Search window–Contacts can be searched using a search word.
8Contacts import, export and print buttons–An Contacts can be imported into DaouOffice, exported to another system or printed.
9Field Setting - Position, department, company address and memo fields are additionally displayed or the fields provided by default in Contacts are excluded.
The sequence of the personal Contactss and public Contactss can be changed in Site admin. Therefore, the public Contactss may appear above the personal Contactss depending on how the site administrator set it.
4.1Group Management
The contacts can be grouped according to the characteristics or nature to Users can be grouped.
Adding Group
This function adds a group to categorize the contacts.
The site administrator specifies the maximum number of groups. If you cannot add a group, contact the site administrator.
There are two ways to create a group.
Creating a group in the left sidebar of an Contacts
Creating a group when adding a contact
A group can be added in the left side bar in the following way:
Figure 4-2Group Addition - Left Sidebar
Click +Add contract group.
Enter the group name in the group name input window.
Click OK icon (
).
A group can be added in the contact addition screen in the following way:
Figure 4-3Group Addition - Contact Addition Screen
Click Add contact in the left sidebar to navigate to the address addition screen. Click +Add group in the address addition screen.
Click +New group.
Enter the group name in the group name input window.
Click the Confirm icon (
).
To edit a group, click the Contacts mgmt. The Contacts mgmt icon ( ) is next to the contact group. The Contacts mgmt. screen is displayed. You can edit the group name or delete the group.
The public Contacts can be created by the site administrator. A user cannot create or manage it. However, a user with the write privilege can add or delete a contact in the public Contacts.
Editing Group
You can edit the name of a group in the following way:
Click the Contacts mgmt. icon (
) next to the Contact group in the left sidebar.
Select the group to change the name in the Group management window.
Enter the group name and click Change group name.
Deleting Group
This function deletes a group. The contacts in the deleted group are not deleted, and only the group data are removed.
Click the Contacts mgmt. icon (
) next to the Contact group in the left sidebar.
Select the group to delete in the Group management window.
Click Delete group.
4.2Contact Management
This function is used to add a new contact or designate the group of the contact. It also deletes no longer needed contact.
Adding Contact
This function adds a contact.
The site administrator specifies the maximum number of contacts to be registered. If you cannot add a group, contact the site administrator.
You can add a contact by clicking Add contact at the top of the left sidebar or Quick registration in the Contacts main screen.
Figure 4-4Adding Contact
If you have the write privilege to the public Contacts, you can add a contact in the public Contacts.
When Add a contact, you move to the contact addition screen. You can enter the detailed information in the contact addition screen.
Figure 4-5Contact Addition Screen
Register a picture. The supported file extensions are .jpg, .jpeg, .gif, and .png.
The name should be 2 characters or more and 64 characters or less.
If you selected a group before adding a contact, the contact is designated to the group.
To change, click +Add group to create a new group.
Enter the e-mail address. If the e-mail address is included, a group e-mail can be sent to the whole group later.
Enter the needed information. Click Save.
Editing Contact
The contact group, e-mail, phone no., etc. can be modified when the contact is changed.
Click the name of the contact to change in the Contacts. Click the group or use the search function to find a contact to change.
Input or delete the item to change. The name is the mandatory input item.
Click Edit.
The Edit button is displayed when an item is changed.
Deleting Contact
A contact can be deleted in the following way:
Select a group that contains the contact to delete in the left sidebar. Or search for the contact to delete.
Select the contact to delete and click Delete at the top of the list.
You can delete a contact by clicking Delete in the contact details screen also.
Contact Group Designation/Cancelation
Group Designation
The group of a contact can be designated in the following way:
Select a contact to designate a group from the Contacts.
Click Designate group at the top of the list.
Check a group and click OK.
A contact can be designated of multiple groups.
Group Cancelation
The group of a contact can be canceled in the following way:
Select a group of the contact to cancel the group from the Contacts.
Select the contact to cancel the group.
Click Cancel group at the top of the list.
4.3Import/Export
The external Contacts or Organization Tree data can be retrieved into DaouOffice or the contacts registered in DaouOfficecan be exported into a csv file.
Importing Contacts
The Contacts file in the user PC can be imported or the data in the Organization Tree can be retrieved into the Contacts.
Retrieving CSV File
CSV file in the user PC supported by Microsoft Outlook Express or Microsoft Outlook can be retrieved into the Contacts.
Click Import at the right hand side of the Contacts main screen.
Click Import from CSV in the list.
Click Attach file in the Import window and select a file in the user PC.
Select the group and File type.
Select Handling of duplicate contacts. Handling of duplicate contacts specifies what to do with the cases of duplicated name and e-mail address in the csv file and Contacts.
Add– The contact in the csv file is added even if there is the duplicated contact.
Overwrite– If there is the duplicated contact, the Contacts is updated with the data in the csv file.
Do not add– If there is the duplicated contact, the contact in the csv file is not added.
Click OK.
To import a contact file, it must be in the csv format. Refer to Appendix B. Importing Contacts
for details of creating a csv file
Retrieving Organization Tree Data
This function retrieves the data in the Organization Tree into the Contacts
Click Import at the right hand side of the Contacts main screen.
Click Import from Organization Tree in the list. The Organization Tree screen is displayed.
Select a department or user to add from the Organization Tree to the Contacts and click Department> or User>. To create a group and add a contact to the group, click +Add group below the Handling of duplicate contacts.
Select Handling of duplicate contacts. Handling of duplicate contacts specifies what to do with the cases of duplicated name and e-mail address in the Organization Tree and Contacts.
Add– The contact in the Organization Tree is added even if there is the duplicated contact.
Overwrite– If there is the duplicated contact, the Contacts is updated with the data in the Organization Tree.
Do not add– If there is the duplicated contact, the contact in the Organization Tree is not added.
Click OK.
Exporting Contacts
This function downloads the contacts in DaouOffice into user PC.
Click Export.
Select the group, File type and Encoding in the Export window and click OK.
Open a file to download or save it in your PC.
If you select the file type to be Outlook or Outlook Express, you can use the contacts in Microsoft Outlook(Outlook Express).
The items in the exported csv file may be listed in different order according to the File type (Outlook or Outlook Express).
Refer to Exporting Contacts for more details of the csv file format according to the file type.
4.4Printing Contacts
All contacts in a personal Contacts can be printed.
When you click Print at the top of the contact list, the contact information in the personal Contacts is displayed in a popup window. Click the Print button to print the selected the contact.
The print screen displays the contact name, e-mail address, mobile phone no., company and company phone no.
4.5Contact Search
Enter the keyword in the search window to search for a contact. The input search word is displayed in bold in the search result.
Basic Search
If the search word is found in the name, e-mail address, mobile phone no., company or company phone no. in the current Contacts, the contact is displayed in the search result. The basic search is beneficial in that you do not have to specify the detailed search condition.
The basic search is described as follows:
Enter the search word in the search window at the upper right corner of the contact list. A search word must be 2 characters or more and 64 characters or less.
Click the Search icon (
).
Figure 4-6Contact Book Basic Search
Detailed Search
You can search contacts by specifying the search conditions in more details such as the name, e-mail address, company, phone no., etc. The detailed search is described as follows:
Click the arrow (
) next to the basic search window.
Enter and specify each item in the Detailed search popup window.
Click Search.
Figure 4-7Contact Detailed Search
4.6Sending E-mail to Group
You can send an e-mail to all contacts in a group. A group e-mail is sent in the following way:
Select a group in an Contacts.
Click Group e-mail at the top of the main screen.
The screen moves to the E-mail write page, and the group is automatically input in ‘To’field.
Figure 4-8Group E-mail
When you click an e-mail address in the contact information, the Write e-mail screen is displayed, and the selected e-mail address is automatically input in ‘To’ field.
4.7Department Address Book
A department address book is generated by default if the user belongs to a department. A department member can freely add a contact group to the department address book and can also create or delete an address book.
A list of addresses from the department address book can be copied to a private address book and, reversely, a private address book can be copied to the department address book.
4.8Public Contacts
The public Contacts is the Contacts commonly used by the organization (school, company, agency, etc.) using DaouOffice. The site administrator can create and manage it. The site administrator can also assign the read/write privilege to each user.
For example, a site administrator can assign the read and write privilege to the HR team and only read privilege to all employees.
The Common Address Administrator predefined in Site Settings can change the name of Common Address Book, and add a group to Common Address Book.
Except the option to disclose the address book or write permissions, you can consult instructions for the Private Address Book.