The Polarbar Mailer Address Book window is accessed via the toolbar button by that name, the option on the Tools menu of Polarbar's main window, the toolbar button or Tools menu on the compose window, or the Address Book button on the Address Tool dialog.
The address book files are stored in HTML format like web pages. Consequently, if you want to see the contents of all of your entries at once in a columnar format (as opposed to one entry at a time the way the Address Book window shows them to you), you can use the Polarbar Mailer's online help facility which is a simple web browser or you can use your own favorite web browser.
The Address Book dialog is organized into several parts:
You may specify the same Polarbar field for more than one import field, which will cause Polarbar to concatenate the import fields into the Polarbar field. The Note and Postal address field types insert a newline between the concatenated fields (the other field types insert a space).
Note that Polarbar has a Full Name field, but does not have First Name or Last Name fields. However, you can specify First Name and/or Last Name for import fields. During import, Polarbar first looks for a Full Name field. If you did not specify the Full Name field for an import file field or if the import file Full Name field is blank, then Polarbar will combine the import record's First Name and Last Name fields for the Polarbar Full Name field.
The Automatically assign nicknames radio button will make the program create a nickname for each record in the file which doesn't have a Nickname field specified. The automatically assigned nickname will consist of all of the alpha-numeric characters from the full name field. Prompt when nickname does not exist or is not unique means that Polarbar will use the contents of the Nickname field when present and will only prompt you for a nickname for entries which don't have a Nickname field or for entries which have nicknames that are the same as a previous entry in the address book file. Prompt for all nicknames means Polarbar will suggest a nickname to use but allow you to change it for each and every record it imports from the delimited file.
The buttons at the bottom of the dialog let you import or skip each record individually or import the whole file at once. Use the Close button when you have imported all the records you want from the file. The dialog will close by itself, when done, if you use the Import All button. If you use the Import this record button, then when the end of the delimited file is reached, the dialog is disabled, except for the Close button.
On the Individuals page of the Address Book window, the List by dropdown lets you determine which part of each entry will show in the list box below: Nicknames, Full names, Email addresses, or Organization. When the Short list checkbox is turned on, the only entries which will show in the list box are the entries whose individual Short list checkboxes have been turned on. When this Short list checkbox is off, then all the entries in the address book will show.
The list box displays the entries in the address book and each entry you single click on will show in the right hand half of the window.
The To:, Cc:, and Bcc: buttons at the bottom let you place the selected entry's address into the Addresses: field of the compose window (opening a compose window first, if you don't already have one open) or into the Address Tool dialog, if that was the source from which you opened the Address Book window. To select multiple addresses, switch to Edit / Select / Multiple mode using either the Address Book menu or the menu shortcut key, which is Ctrl+1. (Note: when in multiple address selection mode, address details are only visible when exactly one address is selected.) To send a message to all of the addresses in the address book, use the To: All, Cc: All, or Bcc: All button instead.
The Virtual Folder button will create a Virtual Folder containing all of the messages you've sent to and received from the address of the selected entry.
Each individual entry contains three pages of information. The first page contains the basic email addressing and notes.
The 2nd page contains:
If all three checkboxes in the Sent Folder definition are unchecked, the address book entry will no longer contain an explicit sent folder and the sent folder will be established via the persona.
One clarification is in order regarding the Sent folder feature: The Sent Folder is account specific. If the address book is a public one (usable by other accounts), and the folder you select is not a "remote" folder and not the current month/year folder, then all messages which you send to this addressee using his address book entry, are going to be filed to the specified folder in the account you were in at the time you selected the folder in this Address Book window even if you also have another folder by the same name in the account from which the message is being sent.
If you wish to remove a persona association to an Address Book entry, select the first "blank" line in the persona choice list. On some systems, this will be a very thin entry at the top of the persona choice list.
Caution:If this is a shared address book and you select a persona that does not exist in other accounts where this address might be used, the persona information will not be applied in accounts where it is missing. Also note that Persona names are case sensitive and must be identical across the accounts if the Address Book persona lookup is to succeed.
On the third page of each individual entry are the Title, Postal address, Phone, and Fax fields. These fields are all used only for documentation and are not referenced directly by Polarbar.
At the bottom of all three pages are the following buttons:
This page of the Address Book window shows you only your address groups, not the individual entries. You create an address group when you want to be able to send a message to several or many recipients by specifying just one nickname. This page also has a Short list checkbox which makes it display only the address groups which you have named as belonging to the address groups Short list by turning on their own Short list checkboxes in the right hand half of this window.
To create an address group, select the New button at the bottom right and specify a Nickname and a Full Name for the group. Then, from the middle list box which contains all the entries in your address book, select the ones you want to add to the group and press the Add member button to send those entries to the right hand list box which is the list of Group Members. To remove an entry from the group, select it in the right hand list box and press the Remove member button.
The buttons at the bottom of the right hand side of this page of the Address Book window have the same meanings they have on the individual entry pages except that they apply to address groups instead of to individual entries.