# Private phone book

Private contacts are created for each user as a private phone book. This is only visible to the user. In addition to name and address, up to three call numbers can be stored under the private contacts.

Table 1. Private contacts
Parameter | Explanation
Name | Enter the name and first name of the contact here.
Address | Enter the address here.
Call numbers | Enter the calls numbers with the exchange access prefix. Add a hyphen between the exchange access prefix and the call number so that the contact can also be used on key telephones with dialling by name (example: 0-0775115617).
Main number (optional field) | Select here which of the three call numbers is the main number. The main number is dialled if the call number has not been dialled specifically when using dialling by name.

## Displaying a user’s private contacts

To display a user’s private contacts select a user.

## Creating and editing a private contact

- To add a private contact, select a user, then click the New button.

- To edit a contact’s properties, select a user and click on the name of the contact to be edited.

## Deleting one or more private contacts

1. Select a user then click the Delete button.

   Check boxes are displayed in the left-hand side of the table.

2. Check the boxes of the private contacts you want to delete, and click the Delete button once again.

Tip:

To select or deselect all the contacts, click the check box in the table title.

## Copying private contacts and adding them to a different user

You can use the export/import function to copy a user’s private contacts and add them to other users.

1. Select the user whose private contacts you want to copy.

   The user’s private contacts are displayed.

2. Click the Export button.

   The user’s public contacts are written in a file in csv-format. Depending on your browser settings, a prompt appears for saving or opening the file, or the file is opened directly in a new browser tab.

3. Save the file on your PC.

4. Select the user you want to add the private contacts to.

   The user’s private contacts are displayed.

5. Click the Import button.

6. Click the Browse... button in the new view and select the recently imported CSV file.

7. Click again the Import button.

   The private contacts are read in.

## Exporting private contacts

You can export private contacts.

1. Select a user and click the Export button.

   The private contacts are written in a file in csv-format. Depending on your browser settings, a prompt appears for saving or opening the file, or the file is opened directly in a new browser tab.

2. Save the file and then open it with a spreadsheet program, e.g. MS Excel.

3. The csv format is an ASCII interchange format. During or after the opening the text with a spreadsheet program it must be converted to columns. To delimit the columns use the tabs of the csv file.

## Importing private contacts

You can import a user’s contacts that are available in csv format.

1. Create or edit the contacts in a spreadsheet program. Structure the entries as shown in the table Structure of an import file for private contacts.

2. Save the contacts in separator-based CSV format.

3. Select the user you want to add the contacts to.

4. Click the Import button.

5. Click the Browse... button in the new view and select the created CSV file.

6. Click again the Import button.

   The private contacts are imported.

Note:

All the contacts in the csv file are always added. If a contact already exists, it is entered a second time.

Table 2. Structure of an import file for private contacts
(Column heading)1 | (Column heading)1) | (Column heading)1) | (Column heading)1) | (Column heading)1)
<Name 1> | <Main number 1>2 | <Business number 1> | <Mobile number 1> | <Private number 1>
<Name 2> | <Main number 2> | <Business number 2> | <Mobile number 2> | <Private number 2>
... | ... | ... | ... | ...
<Name n> | <Main number 3> | <Business number 3> | <Mobile number 3> | <Private number 3>

Parent topic: Phone book
1 The first line is interpreted as the column heading and is not read in. Leave the fields blank or insert the column headings of your choice.
2 Select a digit from 0 to 3 to specify which of the call numbers is to be designated as the main number: 0 =No main number, 1 =business number, 2 =Mobile number, 3 =Private number
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