Contacts quick reference

Open Contacts

Click Open > Contacts (Notes Basic client users: To open Contacts, click this icon in the Bookmark bar: ).

Add a contact

• From the My Contacts view, click New (Notes Basic client users: Click New Contact).

Move a contact from Recent Contacts to My Contacts

1. Open Contacts.
2. Click Recent Contacts.
3. Select one or more contacts, and then click Move to My Contacts.

Add a picture for a contact

Choose the primary email, address, or phone number for a contact

The primary email, address, or phone number is the one that appears when you print contacts or view your Contacts as business cards.

1. While creating or editing a contact, click the email, Addresses, or Phone Numbers link.
2. At the bottom of the dialog box, select a primary email, address, or phone number.

Add more phone numbers for a contact

While adding or editing a contact, click the Phone Numbers link.

To change a phone number label, select a new one from the list, or highlight the existing label and then type a new one.

Add a birthday or anniversary

Add custom fields to a contact

While adding or editing a contact, click the Other Information link. Edit any of the custom fields at the bottom of the dialog box.

Create a group from existing contacts

Open Contacts, and then select the names you want in the group. Click More > Copy Into New Group.

Sort group members alphabetically

• To sort the members in one group, select the group entry, click Edit, and then click Sort Member List.
• To sort the members in all groups, click File > Preferences (Macintosh OS X users: Click Notes > Preferences), and then click Contacts. Select Sort the names of group member alphabetically (Notes Basic client users: To sort the members in all groups, from any of the Contacts views, click More > Preferences). Setting this preference does not sort existing groups.

Change the address format for business cards, previewing, and printing

• To change the address format for all contacts, click File > Preferences (Macintosh OS X users: Click Notes > Preferences), and then click Contacts. Select an address format under Default address format

  Notes Basic client users: To change the address format for all contacts, open contacts, and then click More > Preferences. Select an address format under Default address format

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• To change the address format for one contact, open the contact you want to modify, and click Select Address Format. Setting this field for a contact entry overrides the Contacts preference.

Set how long to keep items in the Trash before deleting them permanently

1. Click File > Preferences.

   Notes Basic client users: From any of the Contacts views, click More > Preferences.

   Macintosh OS X users: Click Notes > Preferences.

2. Click Contacts.
3. Enter a number for Delete documents in my Trash after <n> hours.

Select how you want names display in your Contacts (First Name, Last Name or Last Name, First Name)

1. Click File > Preferences.

   Notes Basic client users: From any of the Contacts views, click More > Preferences.

   Macintosh OS X users: Click Notes > Preferences.

2. Click Contacts.
3. Select an option for Default display for contact names.

Set the format for contact names with three parts, such as George De Marco

If you add a contact whose name has three parts, such as George De Marco, a Name Helper displays so that you can specify De Marco as the last name.

To suppress the Name Helper and always accept the default, click File > Preferences (Notes Basic client users: Open Contacts, and then click More > Preferences; Macintosh OS X users: Click Notes > Preferences), and then click Contacts. Select Always accept the default name assignment when adding contacts.

If the default is incorrect for a contact, open the contact, and click the Contact Name link to correct it.