Contacts – overview and search

The Kontakte (Contacts) area shows all address books of the linked mailbox in one place: your own contacts, address books that other people have shared, and the organization's directory. From here you can search, view, call and email contacts and export them as vCard. Creating and editing is described in Creating and editing contacts.

Requirement: a mailbox is linked. Without a mailbox, the Kein Postfach verknüpft (No mailbox linked) page appears instead of the contacts.

1. In the header bar, top center, choose Kontakte (Contacts, address book icon). On a phone, tap the pill showing the current area and choose Kontakte (Contacts) in the menu.
2. The app shows the navigation on the left, the contact list in the middle and, to its right, the contact card of the selected contact.

The screen has four columns:

• Navigation (left): Neuer Kontakt (New contact) button, Alle Kontakte (All contacts) entry and the Adressbücher (Address books) group, Einstellungen (Settings) at the bottom.
• Contact list (middle): search field, list from A to Z, and to its right the letter bar.
• Contact card: all details of the selected contact with action buttons.
• Widget column (far right): the same widgets as in the email area, without sender check and attachments, see Widget column and Team. Below a window width of 1180 pixels it is hidden.

On wide screens a contact is always selected; without your own choice, the card shows the first contact in the list. On narrow screens (phone), the app shows either the list or the card; the Zurück (Back) arrow at the top of the card returns to the list.

If the area does not load, Dieser Bereich ließ sich nicht laden. Bitte App neu laden. (This area could not be loaded. Please reload the app.) appears. Reload the app.

Under Adressbücher (Address books), every address book you may read is listed with the number of its entries. The order is fixed: first your own address books (the main address book at the top), then shared address books, finally the directory.

• Meine Kontakte (My contacts): your own main address book. Further address books of your own appear with their names.
• Kontakte von [Benutzername] (Contacts of [user name]) or [Name des Adressbuchs] ([Benutzername]) ([address book name] ([user name])): an address book shared by another person. There is no separate „Mit mir geteilt“ (Shared with me) group for contacts.
• Verzeichnis (Directory): the organization's directory. It is read-only.

To hide or show an address book again:

1. In the navigation, click the name of the address book. The tooltip shows Ausblenden: [Name] (Hide: [Name]) or Einblenden: [Name] (Show: [Name]).
2. A hidden address book appears dimmed without a number; its entries disappear from the list and the search.
3. To show it, click the name again.

• Alle Kontakte (All contacts): clears the search and redraws the list. The number next to it is the total of entries in all shown address books. If a contact with unsaved changes is currently open, the app first asks Änderungen verwerfen? (Discard changes?).
• The selection of shown address books is saved in this browser. An address book added later is shown at first.
• If all address books are hidden, the list shows Kein Adressbuch gewählt (No address book selected) – „Adressbücher lassen sich in der Navigation ein- und ausblenden.“ (Address books can be shown and hidden in the navigation.)

• Header: Alle Kontakte (All contacts) with the number of currently visible entries.
• Sorting: by last name, then first name. Entries without a name are sorted by display name, company or first email address. The sorting is fixed; there is no grouping by address book or company.
• Letter headings: one section per initial letter; the letter stays at the top as long as the section is visible. Entries that do not start with A–Z are listed under #.
• Row: picture (photo or initials in a color calculated from the name), first and last name (last name in bolder type), below it the company or – without a company – the first email address. A distribution list appears with a group icon.
• Building icon after the name: entry from the directory (tooltip Eintrag aus dem Verzeichnis, Entry from the directory).
• Colored ring and check mark on the picture: the person has an extension on your own company's phone system. The ring shows their status (Verfügbar/Available, Erreichbar/Reachable, Im Gespräch/On a call, Klingelt/Ringing, Gehalten/On hold, Abwesend/Away, Nicht stören/Do not disturb, Mittagspause/Lunch break, Dienstreise/Business trip, Offline), the check mark stands for the internal extension. The app does not show other phone systems.
• Clicking a row opens the contact in the card.

There is no multiple selection and no dragging of contacts (for example into another address book).

Letter bar

To the right of the list is the bar A … Z and #. Letters without entries are dimmed.

1. Click a letter: the list jumps to that letter's section or to the next one that follows.
2. Drag over the bar with the mouse button held down or with your finger: the list follows continuously, and the current letter lights up.

When the list is empty, the bar is hidden.

List states

• Kontakte werden geladen … (Loading contacts …) – the list is being read.
• Kontakte ließen sich nicht laden (Contacts could not be loaded) – with an error text and a button to try again. Without a more specific message, the text reads „Der Dienst antwortet gerade nicht. Bitte später erneut versuchen.“ (The service is not responding right now. Please try again later.)
• Keine Kontakte (No contacts) – „In den gewählten Adressbüchern liegen noch keine Kontakte.“ (There are no contacts in the selected address books yet.) With write permission, Kontakt anlegen (Create contact) appears below.
• Kein Adressbuch gewählt (No address book selected) – all address books are hidden (see above).

1. Click the search field Name, Firma, E-Mail, Telefon … (Name, company, email, phone …) above the list or press the / key.
2. Enter a search term. The list filters while you type.
3. Move through the hits with ↓ and ↑; open the first hit with Enter.
4. Clear the search with Esc or the cross in the field.

How the app searches:

• It searches display name, first name, last name, company, department, job title, nickname and all email addresses.
• Several words must all occur. Upper and lower case, accents and ß/ss make no difference.
• Phone numbers are compared only by digits and „+“; spaces and parentheses do not count. If the input consists only of digits, spaces, + / ( ) or -, 2 digits are enough, otherwise at least 3 digits are needed.
• Only shown address books are searched.
• For very large address books (more than 2000 entries), the list shows the first 2000; the search finds all.

If the search finds nothing, Keine Treffer für „[Suchbegriff]“ (No hits for "[search term]") appears with the note „Gesucht wird in Name, Firma, E-Mail und Telefon.“ (Name, company, email and phone are searched.)

The card shows the selected contact.

Card header

• Left: name of the address book, for example Meine Kontakte (My contacts), Kontakte von … (Contacts of …) or Verzeichnis (Directory, with a building icon).
• Als vCard exportieren (Export as vCard, download icon): downloads the contact as a file, see below.
• Löschen (Delete, trash can): only with write permission, see Creating and editing contacts.
• Bearbeiten (Edit, pencil): opens the form in the card; only with write permission.

Top area

• Large picture (photo or initials) with a status ring if the person is known on the phone system.
• Display name. If it is missing, the app shows "first name last name", otherwise the company, otherwise the first email address, otherwise Ohne Namen (No name).
• Status line „[Status] · interne Nebenstelle“ ([status] · internal extension), for example Im Gespräch · interne Nebenstelle (On a call · internal extension).
• Job title · company, below it the department.

Action buttons

• E-Mail (Email): opens a new mail window to the first email address. Grayed out if the contact has no email address.
• Anrufen (Call): dials the contact's first stored number; each number in the card can be copied with a click. Grayed out without a phone number.
• Website: opens the stored website in a new tab (without „http://“ or „https://“, the app adds „https://“). Only appears if a website is stored.

Details

The details are arranged in groups. Each value can be copied with a click (tooltip Klicken zum Kopieren, Click to copy, then the notice Kopiert, Copied). For very long values, the Kopiert (Copied) notice shows only the first 80 characters.

• Phone numbers: labeled by type, for example Mobil (Mobile), Arbeit (Work), Privat (Home), Zentrale (Company main), Fax Arbeit (Work fax), Fax privat (Home fax), Fax, Pager, Assistenz (Assistant), Auto (Car), Rückruf (Callback), Funk (Radio), ISDN, Texttelefon (Text phone), Telex, Haupt (Main), Andere (Other); unknown type: Telefon (Phone). The handset icon (Anrufen, Call) dials exactly this number.
• E-Mail (Email): one row per address, without distinguishing between personal and business. The envelope icon (E-Mail schreiben, Write email) opens a new mail window to this address.
• Adresse Privat (Home address), Adresse Arbeit (Work address), Adresse Andere (Other address): multi-line (street, postal code and city, state, country). The In der Karte zeigen (Show on map) icon opens a map search for the address in a new tab.
• Geburtstag (Birthday): for example „21. November 1971“ with the addition wird [Alter] (turns [age]) or wird heute [Alter] (turns [age] today). If the year is unknown, only the day and month appear.
• Jahrestag (Anniversary): date.
• Website: with the Website öffnen (Open website) icon.
• Notiz (Note): as text.

The card does not show a contact's middle name, nickname or categories.

If further details cannot be loaded, the card shows Weitere Angaben ließen sich nicht laden: [Fehler] (Further details could not be loaded: [error]).

Directory entries

Directory entries carry the notice Eintrag aus dem Verzeichnis — nur lesbar. (Entry from the directory — read-only.) They can be viewed, called, emailed, copied and exported, but not edited or deleted.

Photos

The app shows contact photos in the list, in the card and in emails next to the sender. Photos are maintained in the mailbox itself; in the app, a photo cannot be uploaded, changed or removed. Pictures up to 2 MB are shown; larger pictures or other formats do not appear, and the app shows the initials instead. The app only loads photos when a contact comes into the visible area.

1. Right-click a contact in the list.
2. In the Aktionen zum Kontakt (Contact actions) menu, choose the action you want.

The entries only appear if they fit the contact:

• Öffnen (Open): shows the contact in the card.
• E-Mail schreiben (Write email): new mail window to the first email address. Only with an email address.
• Anrufen (Call): dials the first phone number. Only with a phone number.
• E-Mail-Adresse kopieren (Copy email address): copies the first email address; the Kopiert (Copied) notice shows the value.
• Mit Telefonanlage abgleichen (Compare with phone system): only if one of the contact's addresses is known on the phone system; opens the comparison (see below).
• Als vCard exportieren (Export as vCard): downloads the contact as a file.
• Bearbeiten (Edit), Löschen (Delete): only with write permission for the contact.

The menu opens with a right-click; there is no ⋮ button in the contact list. With the keyboard, select a contact via the search field (↓/↑, Enter); Bearbeiten (Edit) and Löschen (Delete) are then available as buttons in the card.

Menu on a person's picture

For people known on the phone system, right-clicking the picture opens the Aktionen zur Person (Person actions) menu. At the top are the name, address and, if available, Nebenstelle [Nummer] (Extension [number]).

• Anrufen (Call): dials the person's extension. Only appears with an extension and not for your own address.
• E-Mail schreiben (Write email): new mail window to the person.
• Kontakt anzeigen (Show contact) or Kontakt anzeigen und mit Telefonanlage abgleichen (Show contact and compare with phone system, with an extension): opens the contact, with an extension also the comparison.

The same menu appears in emails when you right-click the sender's picture.

The comparison checks the contact against the same person's entry on the phone system.

1. Right-click the contact and choose Mit Telefonanlage abgleichen (Compare with phone system) (or Kontakt anzeigen und mit Telefonanlage abgleichen in the menu on the picture).
2. The Abgleich mit der Telefonanlage (Comparison with the phone system) box appears in the card. While the response is pending, it shows Telefonanlage wird gefragt … (Querying phone system …).
3. The rows Name, E-Mail (Email) and Nebenstelle (Extension) show, per column, the value in the Kontakt (Contact) and on the Telefonanlage (Phone system) (empty: „—“) and a badge:
   • gleich (same): both values match.
   • abweichend (different): the values differ.
   • fehlt (missing): the value is missing in the contact.
4. If the extension is missing in the contact, choose Nebenstelle übernehmen (Take over extension). The app adds the extension as a number of type Arbeit (Work) and saves immediately (only with write permission).
5. Close the box with the cross (Abgleich schließen, Close comparison).

Other messages in the box:

• Zu dieser Adresse ist an der Telefonanlage niemand bekannt. (Nobody is known on the phone system for this address.)
• Keine Nebenstelle bekannt. (No extension known.)

If there is no contact for the address yet, the app opens a new form, prefilled with the address and the name from the phone system. The extension taken over is then only saved with Fertig (Done).

1. Open the contact.
2. In the card header, choose the download icon Als vCard exportieren (Export as vCard) (or right-click and choose Als vCard exportieren).
3. The browser downloads the file „[Anzeigename].vcf“ ([display name].vcf).

The file contains the name, nickname, company and department, job title, all email addresses (the first as preferred), phone numbers with type, addresses, birthday (without a known year only day and month), anniversary, website and the note as text. Photos and categories are not included.

• Address suggestions when writing: in the recipient fields of an email, the app suggests all email addresses of all address books as „Name [Adresse]“ (Name [address]), including those from hidden address books and the directory. See Writing an email.
• Adding the sender to contacts: in an email's menu, Absender zu Kontakten (Add sender to contacts) creates a contact for the sender, see Creating and editing contacts.
• Birthdays in the calendar: the calendar shows the birthdays from the address books in the Geburtstage (Birthdays) calendar, see Calendar – layout and views.

The shortcuts work in the contacts area as long as no dialog or menu is open.

• /: jump to the search.
• ↓ / ↑: next or previous contact.
• Enter: edit the selected contact (with write permission).
• Delete or Backspace: delete the selected contact (with confirmation).
• Esc: on narrow screens, back to the list.

More shortcuts in Keyboard shortcuts.

• Creating and editing contacts
• Writing an email
• Calendar – layout and views
• Error messages and limits