Outlook Address Book is a special directory allowing search email addresses where addresses are filled in automatically. Addresses are filled in automatically for example when an address is being specified during a new mail composition. Simply enter initial characters of the first or second name string to the To:, Cc: or Bcc: entries to make the client search for matching items and fill the address in automatically. If multiple email addresses matching the string are found, a menu is opened where you can select from the options.
To avoid misunderstandings, the following terms must be explained:
Outlook Address Book — a special folder where MS Outlook looks up email addresses (e.g. when addresses are filled in automatically or where email addresses are searched by first or second names).
Unlike a contact folder, the address book does not include additional information to first and second names and the corresponding email address. Address books are simple lists of possible recipients of email, meetings and delegated tasks.
Contacts — the folder including user contacts. These folders can be private, public or it is possible to subscribe a shared folder. Each contact item includes first name, second name and additional info such as address, phone numbers, email addresses, dates of birth, etc. Address books do not include this information.
In MS Outlook, any contact folder can be added as a directory to Outlook Address Books. All contact items included in the subscribed contact folders will then be searched through when the function of automatic completion of email addresses is applied.
Once a contact folder is added, full names and an email addresses of all contacts included in the particular folder are added to the address book. Other information associated with contacts are not transferred to address books. It is not possible to search in contacts (address book) for example by date of birth or department.
The search criteria is first and second names in contacts (the Full name item). It is not possible to search by usernames or email addresses.
Connection of a folder as a directory does not influence the contact folder. The data is not changed or moved. Each contact folder can be used as before — it is possible to add, remove and contacts, etc. The only effect is that whenever a new contact is added, its first name and surname and email address will be added also to the address book.
By default, searches are performed in the Outlook Address Book directory. Administration of Outlook Address Book is available through the Address Books tab under (see figure 5.5 Address Book).
It is possible to add to the MS Outlook Address Book any folders with contacts where lookup should be performed.
The following settings must be done for addition of a contact folder as a directory:
Right-click on the contact folder.
In the context menu, select Properties...
This opens a dialog where the contact folder properties can be edited. Open the Outlook Address Book tab (see figure 5.6 Show this folder as an e-mail Address Book).
Enable the Show this folder as an e-mail Address Book option and click OK to save settings.
MS Outlook allows searching in contacts via the LDAP service. The LDAP directory service allows searching of user information (email addresses, above all), as well as automatic filling of addresses in email headers.
Kerio MailServer includes a proprietary built-in LDAP database which can also be used for this purpose. It is also possible to use any other LDAP database on other servers if available.
It is necessary to set properly the address book where contacts will be searched to allow MS Outlook use the LDAP service to access contacts stored in Kerio MailServer.
LDAP directories can be added in the menu:
In the Account Settings window, go to the Address Books tab and click on (see figure 5.7 Address Books).
This opens a wizard which provides two directory types. Select the Internet Directory Service (LDAP) option and click on .
The next dialog allows specification of basic data which can be used for connection to a corresponding LDAP database (see figure 5.8 Address Book wizard — setting of directory service):
This data is used by users to log into the LDAP server (equal to the name and password for user login to mailboxes). The LDAP server in Kerio MailServer does not support anonymous logins — the user login is always required.
Click on 5.8 Address Book wizard — setting of directory service) to open more options for the directory service settings. The dialog consists of two tabs:(see figure
If the LDAP service is running on a server's non-standard port (network administrators are aware of this information), it is necessary to change the port number.
On the Search for tab, set Search base.
If you want to access all private and subscribed shared and public folders, leave the entry blank or enter
Specify appropriate branch of the LDAP database in more details to limit access only to certain folders. To better understand various alternatives, read the following examples:
— it will be searched only through contact files of the user
fn=personal,fn=ContactRoot — it will be searched only through contact files of users that are logged into the LDAP server. This option is identical with the previous one, however, it is not necessary to specify username (or email address) of the user. This feature can be used for example for configuration of more clients, etc.
it will be searched only through public contact files
— it will be searched only through the
Contacts folder of the user
— it will be searched through the public
PublicContacts folder only
When all necessary settings are done, click onto save the parameters and then on to open the final dialog of the wizard and use the button to save settings.
In addition to contacts created by yourselves and stored in your personal folder, there is also a contact list available in public folders. To read more about public folders, go to chapter 1.11.5 Shared and public folders. Most of users can only read these folders, without permission to edit them or create new ones. However, if you are a contact administrator, please pay attention to the information provided below.
Methods of how contacts are kept on the server differ. Whereas folders with personal contacts are not synchronized and users themselves are their administrators, the folder with public contacts is synchronized with data from user accounts which have been created either on the server or in a directory service. For that reason, it is not recommended to change full name, email address of contacts and the Global Address List category in the public folder of the Kerio WebMail interface. All these changes would be removed during next synchronization. If you need to edit a contact, please contact your network administrator. It would have to be edited in the user account (either in Kerio MailServer or in the particular directory service).
For contact forwarding, it is recommended to use visit cards ( ). When a contact is opened in a client application that supports this vCard format (Kerio WebMail, Mozilla Mail, MS Outlook, etc.), the received contact can be added to the contacts folder.
And the other way round, If MS Outlook receives a message with a contact in visit card format (the extension of the attached file is
.vcf), the recipient can simply click the link in the message and the standard form for creating new messages is opened.
Distribution lists are groups of email addresses used for sending of collective email. Simply use a special dialog in MS Outlook to complete desired email addresses and save them under a common name. Any time when sending an email message to such a group, simply enter the name of the corresponding distribution list in the To entry instead of filling in all addresses involved.
Distribution lists are helpful if email is often sent to a group of addressees. For example to a group of friend with whom you meet for a sport or a group of your subordinates.
Kerio MailServer supports storage of distribution lists on the server. Thanks to this fact, distribution lists created in MS Outlook can be available also in Kerio WebMail, and vice versa.
Distribution lists can be created in contact folders. For details on distribution lists and their management, refer to any MS Outlook user guide.