#Get Familiar with the Address Book App

Refer to the following sections for how you can connect with users or groups using this app:

#Search for Users

On the top of the homepage, you can search for employees in your company using one of the following methods:

• Quick Search – Enter the name or email address of the desired user in the search box and click the search button to search for the user.

• Advanced Search – Click the Advanced Search button to access the Advanced Search window. In the window, enter information of the desired users in one or multiple fields and click Search to search for users that meet all search conditions. You can click Clear All to remove all entered information.

Search results are displayed on the Search page. You can view your company structure that contains matching results by selecting the Show Organization Chart checkbox and expand the structure tree to view the corresponding matching results in the right pane.

On the Search page, you can also view the status and profile of users, or perform quick actions by selecting one or more users to start audio calls, video calls, chats, emails, view their calendars, and add them to favorites.

#View User Information and Calendar

In the left pane, 2 tabs are displayed: Organization and Favorites.

In the Organization tab, you can expand the structure tree and click the desired group under which you want to view members. All group members are displayed in the right pane with their basic information.

In the Favorites tab, all favorite groups are listed in the left pane. You can click a group to view all group members in the right pane.

In each group, you can view group member list with their information in the Members tab and view calendars of group members in the Calendar tab. In the Calendar tab, 3 views are available:

• Day – The day view is selected by default. Click Day above the calendar to switch to the day view from other views.

• Week – Click Week above the calendar to switch to the week view.

• Month – Click the month view button to the right of the desired user name to view the monthly calendar of the user.

In the day view, you can drag a time slot next to a user and click the initiate meeting button to create a meeting with the user, while in the week and month view, you can click the initiate meeting button directly to create a meeting.

You can customize the user information to be displayed in the user table by completing the following steps:

1. Click the manage columns button in the upper-right corner of the table and the manage columns window appears.

2. Select the columns you want to view in the user table and deselect the columns you want to hide from the user table.

3. Click Apply to apply your configurations. You can also click Reset to Default to reset to the default configurations.

#Connect with a Group

For each group, the following group actions are available:

• Group Call – You can start an audio call with all group members by clicking the Start an Audio Call with All Group Members button, and you will be redirected to the group call in Microsoft Teams.

• Group Meeting – You can start a video call with all group members by clicking the Start a Video Call with All Group Members button, and you will be redirected to the group meeting in Microsoft Teams.

• Group Chat – You can chat with all group members by clicking the Chat with All Group Members button. Click OK in the Start Chat window and your will be redirected to the group chat in Microsoft Teams.

• Schedule a Group Meeting – You can schedule a meeting with all group members by clicking the Schedule a Meeting with All Group Members button, and you will be redirected to schedule a meeting in Microsoft Teams.

  NOTE

  • If your app administrator has connected the Conference Room Reservation app and you are added as a user in the app, the Registration panel will appear, allowing you to reserve conference rooms managed by the app.

  • In the Registration panel, if your specified period exceeds the allowed period by the Conference Room Reservation app, you cannot select conference rooms managed by the app. You can either change to an allowed period or click Register to continue your meeting creation for the specified period in Teams.

  • In the Registration panel, if you click Register without selecting a conference room, a new meeting page will be opened in Teams and the information you entered will be synchronized to the page automatically. This is not applicable to the Events reservation option.

  • In the Registration panel, all group members will be auto filled into the Participants field. If this app is connected to a Conference Room Reservation app with limited meeting participants, these members will be verified automatically and any users outside the allowed participant scope will be highlighted with a red border. You can click Remove Invalid Participants to remove these highlighted users and continue your room reservation.

  New meetings may take some time to be displayed in the calendar due to Microsoft delays. You can click the refresh button to view the latest meeting schedules.

• Send an Email – You can send an email to all group members by clicking the Send an Email to All Group Members button, and you will be redirected to select an application to send the email.

  NOTE

  • If your default mail app is set to your web browser, emails may not be sent correctly due to browser restrictions. We recommend setting a local email app as your default.

  • Users with older versions of Outlook may encounter an error. To fix this, update to the latest version of Outlook or configure the following settings in your current version: Go to File > Options > Mail. Under the Send messages section, select the Commas can be used to separate multiple message recipients checkbox.

#Connect with a User

For each user, you can view the user status in the lower-right corner of the user photo. You can view the user profile of a specific user by hovering your mouse over the user photo and the user profile card appears. Click Show More at the bottom of the user profile card to view more information in the View Profile window. You can also click the name link to access the View Profile window directly. In user profiles, the following actions are available:

• Start Audio Call – Click the Audio Call button and you will be redirected to take the audio call in Microsoft Teams.

• Start Video Call – Click the Video Call button and you will be redirected to take the video call in Microsoft Teams.

• Start Chat – Click the Chat button and you will be redirected to chat with the user in Microsoft Teams.

• Schedule a Meeting – Click the schedule a meeting button and you will be redirected to schedule a meeting in Microsoft Teams.

  NOTE

  • Upon clicking the initiate meeting button, a new meeting page will be opened in Teams. If your app administrator has connected the Conference Room Reservation app and you are added as a user in the app, the Registration panel will appear, allowing you to reserve conference rooms managed by the app.

  • In the Registration panel, if your specified period exceeds the allowed period by the Conference Room Reservation app, you cannot select conference rooms managed by the app. You can either change to an allowed period or click Register to continue your meeting creation for the specified period in Teams.

  • In the Registration panel, if you click Register without selecting a conference room, a new meeting page will be opened in Teams and the information you entered will be synchronized to the page automatically. This is not applicable to the Events reservation option.

  New meetings may take some time to be displayed in the calendar due to Microsoft delays. You can click the refresh button to view the latest meeting schedules.

• Send Email – Click the Email button and you will be redirected to select an app to send the email.

  NOTE

  • If your default mail app is set to your web browser, emails may not be sent correctly due to browser restrictions. We recommend setting a local email app as your default.

  • Users with older versions of Outlook may encounter an error. To fix this, update to the latest version of Outlook or configure the following settings in your current version: Go to File > Options > Mail. Under the Send messages section, select the Commas can be used to separate multiple message recipients checkbox.

• Send Quick Message – Enter the quick message in the Send a quick message text box and click the send button to send the message.

• Add to Favorites – Complete the following steps to add the user to a favorite group:

  1. Click the add to favorites button and the Add to Favorites window appears.

  2. Select the favorite group to which you want to add members:

     NOTE

     If no favorite groups exist, enter a group name and click Add. The favorite group will be created with the user added to the group.

     • Select an existing favorite group – Select this option and select an existing favorite group from the drop-down list.

     • Create a new favorite group – Select this option and enter a group name in the text box.

  3. Click Add to add the user to the favorite group.

  NOTE

  You can also add users to favorite groups by hovering your mouse over the desired users in the Organization tab and clicking the add to favorites button.

• Remove from Favorites – Click the remove from favorites button.

  • If the user has been added to only one favorite group, click OK in the Confirm window to remove the user from favorites.

  • If the user has been added to multiple favorite groups, the Remove from Favorites window appears. Select the desired favorite group from the drop-down list and then click Save to remove the user from the selected group.

  NOTE

  You can also remove a user from favorites by clicking the remove from favorites button in the user table directly.

#Connect with Intra/Inter-group Members

You can use the following instructions to schedule meetings, start audio calls, video calls, emails, or chats with one or more specific users in a group or multiple users from different groups, view calendars of the users, or add the users to favorites:

1. Select the desired group to which the desired users belong. All group members are displayed in the right pane.

2. Select the desired users. The selected users are displayed at the bottom of the page.

   

3. If you want to add members of other groups, repeat the steps above to select all desired users.

4. Then, you can perform the following actions:

   

   Action bar.

   

   Action panel.

   • Start Audio Call – Click the Audio Call button in the lower-right corner of the page or click the Expand button in front of the selected users and click Audio call. You will be redirected to take the audio call in Microsoft Teams.

   • Start Video Call – Click the Video Call button in the lower-right corner of the page or click the Expand button in front of the selected users and click Video call. You will be redirected to take the video call in Microsoft Teams.

   • Start Chat – Click the Chat button in the lower-right corner of the page or click the Expand button in front of the selected users and click Chat. Click OK in the Start Chat window and you will be redirected to chat with the selected users in Microsoft Teams.

   • View Calendar – Click the Calendar button in the lower-right corner of the page or click the Expand button in front of the selected users and click Calendar. You will be redirected to view the calendar of the selected users on the View Calendar page. On this page, you can drag a time slot and click the initiate meeting button to initiate a meeting with the selected users. Then, you will be redirected to schedule a meeting in Microsoft Teams. To view meeting details, click meeting cards in the calendar.

     To go back to the app homepage from the calendar, click Go Back to Homepage in the upper-right corner of the page.

     NOTE

     • Upon clicking the initiate meeting button, a new meeting page will be opened in Teams. If your app administrator has connected the Conference Room Reservation app and you are added as a user in the app, the Registration panel will appear, allowing you to reserve conference rooms managed by the app.

     • In the Registration panel, if your specified period exceeds the allowed period by the Conference Room Reservation app, you cannot select conference rooms managed by the app. You can either change to an allowed period or click Register to continue your meeting creation for the specified period in Teams.

     • In the Registration panel, if you click Register without selecting a conference room, a new meeting page will be opened in Teams and the information you entered will be synchronized to the page automatically. This is not applicable to the Events reservation option.

     • In the Registration panel, all group members will be auto filled into the Participants field. If this app is connected to a Conference Room Reservation app with limited meeting participants, these members will be verified automatically and any users outside the allowed participant scope will be highlighted with a red border. You can click Remove Invalid Participants to remove these highlighted users and continue your room reservation.

     New meetings may take some time to be displayed in the calendar due to Microsoft delays. You can click the refresh button to view the latest meeting schedules.

   • Send Email – Click the Email button in the lower-right corner of the page or click the Expand button in front of the selected users and click Email. You will be redirected to select the app to send an email to the selected users.

     NOTE

     • If your default mail app is set to your web browser, emails may not be sent correctly due to browser restrictions. We recommend setting a local email app as your default.

     • Users with older versions of Outlook may encounter an error. To fix this, update to the latest version of Outlook or configure the following settings in your current version: Go to File > Options > Mail. Under the Send messages section, select the Commas can be used to separate multiple message recipients checkbox.

   • Add to Favorites – Click the Add to Favorites button in the lower-right corner of the page or click the Expand button in front of the selected users and click Add to Favorites. The Add to Favorites window appears. Select the favorite group to which you want to add members:

     NOTE

     If no favorite groups exist, enter a group name and click Add. The favorite group will be created with the users added to the group.

     • Select an existing favorite group – Select this option and select an existing favorite group from the drop-down list.

     • Create a new favorite group – Select this option and enter a group name in the text box.

     Click Add to add the selected users to the favorite group.

   • Cancel Temporary Group – Click Cancel Temporary Group to the left of the action buttons or click the Expand button in front of the selected users and click Cancel Temporary Group. Then, click OK in the Cancel Temporary Group window to cancel the temporary group.

#Manage Favorites

In the Favorites tab, all favorite groups are listed in the left pane. You can add a favorite group using the following steps:

1. Click Add Favorite Group and the Add Favorite Group window appears.

   

2. Enter a group name in the text box.

3. Click Add to add the favorite group.

For a specific favorite group, you can manage group members, edit the group name, or delete the group using the following steps:

• Add Member – Complete the following steps to add members to the current favorite group:

  1. Click the desired group in the group list to access the group members list.

  2. Click Add Member on the ribbon and the Select Users window appears.

     

  3. Expand the structure tree and select the users you want to add to the group, you can also search for specific users by name using the search box in the upper-left corner.

  4. After all desired users are selected, click Save to save your selections and the selected users will be added to the current group.

• Remove Member – Click the remove from favorites button next to the desired user to remove the user from the current favorite group.

  

• Edit Group Name – Complete the following steps to edit the favorite group name:

  1. Click the action button > Edit.

     

  2. In the Edit window, enter the new group name and click Edit to update the group name.

• Delete Favorite Group – Click the action button > Delete to delete the favorite group.

#View Meeting Information

After a meeting is scheduled, users can view detailed meeting information, download attachments, and view the response status of each attendee regarding the meeting. For private meetings, only the organizer and the attendees will have access to the above information.

To view meeting information, navigate to the Calendar tab. Then, click the meeting to display a card with meeting information. In this card, you can view the meeting subject, location, type, attendee response status, and organizer name. The following actions are available:

• Click the Join button to proceed to Microsoft Teams and join the meeting.

• If there are attachments, click the file to download it.

• Click View Event to view detailed event information.

• Hover the mouse cursor over a user to display a card with detailed user information and connect with the user. For details on connecting with users, refer to the Connect with a User section above.

You can double-click the meeting or click View Event in the meeting information card to display the Event Details panel. In this panel, you can view the meeting subject, location, type, organizer name, and response status of all attendees. The following actions are available:

• If there are attachments, click the file to download it.

• Hover the mouse cursor over a user to display a card with detailed user information and connect with the user. For details on connecting with users, refer to the Connect with a User section above.