My Data: Contacts

Owned by Kari Mattsson
2017-07-17
3 min read

The My data→Contacts view allows managing the managed contacts. Not all the contacts configured in the devices are listed in the view, only the contacts managed through the service.

In addition to personal contacts, you can have contacts from shared organisation resources. The resources are listed in the Resources box and contact information coming from a resource is indicated with a flag corresponding the resource flag. If you have write access rights to the resource, you can edit such contact information. Otherwise, shared resources are managed through a resource account.

The view has the following features:

Basic Operations

Creating a New Contact

You can create a new contact as follows:

  1. To create a new contact, click Add in the toolbar
  2. Enter the values in the window that opens.

    The window has multiple tabs; the fields should be self-explanatory. None of the information is mandatory.
  3. Finally, either click Save & close to save the settings and exit, or Cancel to exit without saving.

Editing a Contact

You can edit a contact that you added previously. If you have contacts from shared resources, you can edit them if you have user privileges to do so.

To edit an already existing contact:

  1. Select the contact in the list and click Edit in the toolbar

  2. Edit the values in the window that opens. The window has multiple tabs. The fields should be self-explanatory and none of the information is mandatory.

  3. Finally, either click Save & close to save the settings and exit, or Cancel to exit without saving.

Removing a Contact

To remove a contact from the system:

  1. Select the contact in the list and click Remove

  2. You will be prompted to confirm the removal

  3. Click Remove to remove the code or Cancel to exit without removing

Copy to Resource

Copies the selected contacts to a resource.

Make a Copy

Duplicates the selected contact.

You can filter the contacts list by entering a search text in the search box. Either press Enter or click the search symbol to start the search. Selecting Case sensitive makes the search require matching lower- and upper-case letters exactly.

Tools

Clicking the Tools button in the toolbar opens a list of tools that you can use to manage the contacts. Many of them also apply to other types of data, so they are described separately.

You have the following tools:

Import/Export

You can import and export contacts in multiple file formats, some of which are standard for exchanging contacts, such as in email applications.

  1. Click Tools
  2. Click Import/Export
  3. Select the file format

    You can choose from any of the following

vCard

vCard (Wikipedia) is a common file format standard for exchanging contact information. They are often attached to emails, and can be imported/exported from/to various email and other applications.

Microsoft Outlook, CSV

Imports or exports the contacts as Microsoft Outlook a compatible CSV (comma-separated values) list. Depending on your configured locale, you can also have localised import or export.

Mozilla (all programs), LDIF

Mozilla products, such as Thunderbird, support the LDIF (LDAP Data Interchange Format).

Mozilla Thunderbird, CSV

Mozilla Thunderbird supports a CSV format.

Notice that also the Print tool allows exporting the contact information in CSV or Excel files, in a table with the Name, Company, Phone numbers, and Email columns.

Also see the general description in Export and Import.