Introducing Contacts
BlueMind uses address books to manage contacts.
These address books, which can be synchronised with mail apps (Outlook, Thunderbird) and smartphones (iPhone, Android or others, depending on the device’s capabilities), are organised into two categories:
- Personal address books: specific to the user, who has default address books and can create additional ones.
↳For further information see Creating and Editing Address Books - Shared address books: domain address books, other users’ address books or shared mailboxes to which the user has access rights, allowing them to view, edit and even manage them.
↳For further information see Using Shared Address Books
You can also send an email or call a contact directly from their profile, organise contacts into tags, create distribution lists, share contacts between groups or users, and access a company address book:
Accessing the Contacts application
You can access the Contacts application directly from the main BlueMind navigation bar (1) or from the list of available applications (2):
Navigating the Tasks application
The Contacts application is laid out in three columns:
-
: The first column contains a list of the address books accessible to the user: their personal address books and those to which they are subscribed (see Using Shared Address Books). -
: The second column contains the list of contacts in the address book selected in the first column.💡 You can tap the e-mail addresses and phone numbers in the list to send an e-mail or make a phone call directly.
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: the third column displays the details of the user selected in the second column.
↳For further information see Viewing and using a contact record.💡 Resizing
The third column is resizable; the content of the first and second columns is then automatically adjusted to fit the available width:
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: the toolbar at the top displays the actions available depending on the context: a button to create a contact and a search box at all times; action buttons when the selected contact can be edited; and a ‘More’ menu allowing you to copy a contact to another address book or download it in vCard format.
Search for contacts
The search engine, available at 
, allows you to carry out a quick search by keyword. Other tools enable you to search for contacts more precisely: comprehensive search engine, search folder, search by tag, etc.
Identifying contact types
BlueMind has different types of contacts: personal or group, personal or shared. Their functionalities and address book membership vary according to their nature.
| Contact Type | Usage |
|---|---|
| INTERNAL USERS These are members of the organisation.  | Address book: Internal users are created by the administrator and are part of the Directory You can: - Contact Creating and Sending a message - see Email receipt alerts - Organise a meeting with or without video conferencing and send an invitation to the contact - Add the contact to a distribution list You cannot: - Edit a contact’s profile. The profile is created and managed by the administrator |
| EXTERNAL USERS These are users who are not members of the organisation but who may belong to groups within the organisation, for example a service provider.  | Address book: - External users created by the administrator are part of the Directory - External users created by the user are included in personal address books You can: - Contact Creating and Sending a message - Organise a meeting with or without video conferencing and send an invitation to the contact - create and edit contact details in your personal address books (see Add contacts) - Add the contact to a distribution list You cannot: - Edit a contact’s details in the directory. The contact details are created and managed by the administrator |
| DISTRIBUTION LISTS A list brings together several users with common needs or objectives.  | Address book: Distribution lists are created by the user and form part of personal address books You can: - Creating and Sending a message to all members of the list - Organise a meeting with or without video conferencing and send an invitation to everyone on the list - Creating a distribution list and edit it You cannot: - view the calendar of the people on the list |
| USER GROUPS A group brings together several users with common needs or objectives.   | Address book: Groups are created by the administrator and are part of the Directory You can: - Organise a meeting with or without video conferencing and send an invitation to all members of the group - view the calendar for all members of the group - Creating and Sending a message to all members of a group who have an email address; they will then receive the emails at their personal email address. You cannot: - send emails to members of a group who do not have an email address |
| SHARED MAILBOXES These are mailboxes shared by several users or groups of users, which also have their own address books and calendars.  | Address book: Shared mailboxes are created by the administrator and are part of the Directory You can: - Creating and Sending a message to all authorised users of the mailbox - Authorised users can receive, view (and even manage) emails and folders in the mailbox - authorised users (with extended rights) can write on behalf of the shared mailbox (see Using a shared mailbox) - Organise a meeting with or without video conferencing and send an invitation - view the calendar of the shared mailbox You cannot: - Edit a contact’s details in the directory; this is managed by the administrator |
| RESOURCES These are company resources made available to users, such as a meeting room.  | Address book: Resources are created by the administrator and are part of the Directory You can: - reserve the resource (see Organise a meeting) - The administrator and/or manager can Manage resource bookings You cannot: - Edit the contact record for the resource. The record is created and managed by the administrator |