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Migrating your (Notes) browser address book into Notes

Notes mail people using a browser to get their mail but then later decide they want the robust features of the Notes client.

Have you had some Notes mail people using a browser to get their mail but then later decide they want the robust features of the Notes client? They hate to move for fear of losing all those contacts in their "browser address book." There is an answer but it needs to be done by an Admin Person. (Don't try this at home, without the help of a professional!)

For users using the browser, when you add Contacts to your Address book, it is actually adding that entry to your MAIL database on the Domino server. In your mail database there are "Person"(Contact) and "Group" forms similar to those in your Personal Address Book. However there is an important piece missing which prevents you from just copying and pasting them from one database to the other. In this procedure, we will:
1.Create a view in your mail database (from a notes client) that will allow you to see your Web Address Contacts.
2.Take copies of the Contacts and place them into your Personal Address Book
3.Insert the piece of information needed to make them show up on your Contact list.

Create a view to see your Web Contacts
1.From inside your email database, click "Create - View".
2.You need to type in a "Selection Criteria" of: SELECT form="Person".
3.Give it a title and click the "Copy From" button.
Make sure you select "Blank", then click OK

After highlighting "Blank", then click OK on this screen, and when the previous dialog box returns, click the "Customize" button .

4. You only need ONE column for this view, to make it easier. The formula can be:
LastName + ", " + FirstName
This will allow the contact's name to show thru and will set your mind at ease that they are actually here.
5. Then close and save the view (Pressing ESC will work here)
6. Once you have saved and closed the view, look at it from your Mail database.

Open your mail database from a Notes Client, and scroll down to see the new view listed. When you click on it, you should be able to see the list of your Contact names there. (Do not try to OPEN any of them, you will get an error)

7. We need to change one property about them now. There is a field that needs to exist named "Type" and it needs to be set to "Person". This is accomplished quickly with an agent.
- Create an agent (Create - Agent) from your mail database
- Give it a name
- Checkmark the box as a "Shared Agent"
- In the formula area at the bottom, choose FORMULA and key in the following formula
FIELD Type:="Person"
-Press ESC to close and choose Yes to save it.

8. This agent should now be listed in your "Actions" list in your mail database. Checkmark the contacts in your list and run the agent by clicking Actions - and locating the name you gave it in the list. CAUTION: Make sure you ONLY run it from the Web Contacts view, and that you checkmark the Contact documents that you want it to run on. It will only run on "Selected Documents" if you follow the example.

9. Once the agent is run on your Contact documents, they are suitable for your Personal Address Book. You can now COPY & PASTE all the Contacts from this view, into the Contacts view of your Personal Address book.
-Use the selection column to mark all the documents in the Web Contacts view with a checkmark
-Click EDIT - COPY
-Open your Personal address book in Notes and at the Contacts view, click EDIT - PASTE
You should then see all your contacts listed!

IF they don't show up immediately... don't worry....you may need to rebuild the Contact view. You can do this easily by pressing:
Ctrl - Shift - F9 (three fingers needed)

On the Flip Side

Now let's suppose that you have been using a Notes client for ages, and have built up quite a list of contacts in your Personal Address Book. Suddenly your company decides to send you on a business trip where you will not be able to dial in to your network, and your administrator simply refuses to open up that firewall to let you in from the Internet. You have been told that you will be able to access your email from a web browser, but what of your Contacts? They are all left behind on your Local PC back at the office.

Well, either you need to have a really good memory so you can memorize all those email addresses, or ... you can "take them with you" tucked away as stow-aways in your mail database. Here's how ...

Let's say this is a snap shot of your personal address book from a Notes client:
Now, you need to follow one section from the earlier mentioned steps, you need to create a "Web Contacts" view in your mail database. Let's do it:
Create a view to see your Web Contacts from:
1.From inside your email database, click "Create - View".
2.Give it a title in the top field labeled "View Name".
3.Then click the "Copy From" button. (this allows you to mimick another view as a prototype, or not)
You need to choose "Blank" on that screen and press OK.

4.After clicking OK you will return to the previous screen and you will need to check mark the box labeled "Select by formula". Once you do that, you will notice a formula appear in the Selection Conditions box, that states: SELECT @All

You will change that to read: SELECT form="Person" as shown below.

5.Next we want to include a column that will display our contact names so you need to click the "Customize" button. That will display the view in designer mode.

Don't let this scare you, all we have to do is describe One column, and we're out of here!

-First, double click on the first column where you see the # sign shown above. That will bring up the Properties Box for that column. We can enter a name for our column there. Enter ?Contact Name? as the Title. Then you can close that little box, with the X.

- Back on the main screen, we need to tell it what to display in that column, so we are going down to the bottom of the screen where you see "Display" and there is a dot next to "Simple Function". We will change that dot to "Formula".

- You will replace the current formula (@DocNumber) with the following code:
LastName + ". " + Firstname

This will tell it to list your contacts in that column, using Last name first, and placing a comma between them.

-Press the ESC key to close this window, and click Yes when prompted to save your changes.

6.Open your mail file, and scroll down past any folders you might have. You should see "Web Contacts" listed in the left column. Highlight that view and we are now ready to get your contacts from your Address Book, and bring them in here.

7.Open your Personal Address Book
a.from your Contacts view, checkmark the contacts you wish to bring over to your web address book
b.then click Edit - Copy
c.Open your mail database
d.Go to your new Web Contacts view
e.Click Edit - Paste

You should now be seeing your contacts listed in yout new view. Well it's as easy as that! And if you have any problems or questions about this procedure, please feel free to contact Ruth at: ruth.inman@mindspring.com

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