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KB05081901 Working with Contacts & Address Books

Mailtraq provides two contact services:

Directory and LDAP

Directory

The Directory provided in the Mailtraq Console gives access to the Global Address Book, and to the individual Personal Address Books for each User.

LDAP

Lightweight Directory Access Protocol (LDAP) may be installed as an optional service in the Mailtraq Console Directory. LDAP provides a searchable list of contacts and is mostly used in large organizations or when contact lists hold very large numbers of entries. Users must search for contact information rather than having it displayed. 
Read about setting up here.

 Working in the Console

Importance of User Privileges

Console Access – if you have Console access then you have direct access to the Directory and all Address Books. Addresses can be added, deleted and edited from within the Console, at (Options | Directory)

If a User has System Administrator Privileges (Console | [user] | Properties | Privileges) then they will be able to make changes to the Global Address Book from their webmail account and from their Mailtraq Outlook Synchronizer (MOS).
Care needs to be taken in assigning Administrator Privileges to users to avoid inappropriate actions from degrading the contact lists.

 

User Directory Entry

Each user within the system has a default  entry which makes basic information available to the Local Directory.

 

Each user created in the Console can have a full Directory entry entered for them.

 

Select the User in the left-pane tree view within the Console.

 

Right-click, select Properties and then the Directory-tab.

 

Local Directory
The Local Directory is a selectable address-book in Webmail, and can be used as a sync source for Outlook using MOS, or by using the SyncML service.

 

User's Personal Address Book

 

Each User is provided with a Personal Address Book. This address book can be accessed by the User from Webmail and from MOS.
 
The System Administrator can also provide each User with an unlimited number of additional Personal Address Books - any of which can be shared on a user-by-user basis, and on a read-only or read-write basis.
 
 
Sharing Personal Address Books
 
 
 
 
 
 
Personal Address Books can also be shared with everyone which allows the creation of an unlimited number of custom 'global address books'.
 
The Administrator can Import addresses into an address book using a Wizard as described below for the GAB.
 
Users can populate a Personal Address Book using a synchronization tool such as Mailtraq Outlook Sunchronizer.
 
 
Global Address Book

The Global Address Book (GAB) is a special case address book made available to all users. It is hosted by the default 'admin' account in the User section of the console tree view.

Tip:
When viewing the Global Directory in the Console Mailtraq provides a number of standard 'Index' fields.
First name, last name, Organization, Department.

To see the full Directory information about a entry, select it in the Console, then right-click to select Properties

It is normally used to provide a shared corporate address book for external addresses (local users being addressed from the Local Directory), but it can be used for any purpose.

The Global Address Book is available to webmail users by default, and can be used to control who system users can correspond with.

The GAB can also be synched to the users's Outlook.

The GAB is normally populated by importing an external list via the console, and is then maintained by the Admin user. Care should be taken to make sure that the system Administrator does not use the default admin account for their personal use, without being aware that changes to that Address Book can be reflected system wide.

Deleting items
There is a safety interlock so you can recover accidentally deleted items. To permanently delete: select the GAB in the tree view in the left column.
Then right-click: All Tasks | Purge 

Importing items
There is an import wizard to assist the Admin. Lists may be imported from Outlook, Outlook Express; with standard LDAP field mapping or from a custom csv file. 

 

Importing Contacts:

If you have a large contact base that you wish to share with other Mailtraq users, then the Import function of the Address Book is the best way to do this.

The most common scenario is to export a contact list from Outlook as a csv file, and then import it to the Mailtraq Global Address Book. Subsequent updating can either be done from the Console, via Webmail, directly from Mailtraq Assistant or by synchronization with Outlook using MOS.

The Import wizard has common formats pre-configured to match

   ¬ŹDefault LDAP Field Mapping

   Outlook Address Book

   Outlook Express Address book

and you can also map any csv file to the correct fields by using the 'Customize Map' feature.

 

Selecting Contact Data Fields

 

The Directory system defaults to using the most commonly used fields, but all standard PIM fields are available for use and mapping.
Available from build: 2.17.3.3160

 

Once you have imported your PIM information you can make the additional custom fields visible to your users in Webmail.

 

In Webmail login as Administrator.

 

Locate the Tools | Administration Options dialog and select the 'Address Book' tab. Then select and add in your custom fields.

The additional fields will then be available to view.


Working with Webmail

Users can access the Address Books from the Webmail | Contacts section.

Webmail gives standard Users access to a read-only view of the Global Address Book, read-write access to their Personal Address Books and any shared address books that they have permission to access.

Webmail users with 'system administrative privileges' (see above) can update the Global Address Book from 'Webmail | Contacts'; without these privileges Users can only edit their PABs.

Webmail also gives access to the 'Local Directory'. The Local Directory is a read-only listing of local users who are visible to other users.

Working with Outlook 'Contacts'


Sharing
The Mailtraq Administrator can share an Outlook Contact list with other users by exporting the Contact list from Outlook and then Importing it to either the Global Address Book or to another shared address book.

Synchronizing
You can keep your Mailtraq and Outlook contact lists synchronized by using MOS (Mailtraq Outlook Synchronizer).   Read more ...

 


 

 

Name changes:

Mailtraq 2.7 introduced a new naming convention for directory objects. Users of earlier versions of Mailtraq will see the following changes:

In the Console

Global Address Book = Global Address Book

In Mailtraq Assistant

Global Contact List  ->  Global Address Book

My Contacts  ->  Personal Address Book

In Webmail

Shared Address Book -> Global Address Book

Personal Contact List  ->  Personal Address Book


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