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Mac OS X’s Contacts application, aforetime accepted as Abode Book, receives a fair bulk of criticism for actuality too simplistic. At aboriginal glance, this criticism seems true, but as you burrow into the program, you ascertain it has a hasty akin of depth, as able-bodied as bound affiliation into the Apple ecosystem.
Let’s booty a attending at how to adapt the Contacts interface to your liking, administer your contacts, assignment with associate information, and appraise utilities that accomplish up for its shortcomings.
Customize the Arrangement — The aboriginal affair you should do is adapt the accessible fields that Contacts offers on its associate cards. By default, alone a scattering of fields appearance back you adapt a contact, and while you can calmly add fields to any alone card, you ability appetite to add the fields you use best generally to Contacts’ arrangement so these fields are accessible on all your associate cards.
To adapt the fields accessible on all associate cards, accessible the Arrangement another area by allotment Contacts > Preferences and beat Templates. You’ll see the fields that currently appear by absence on new associate cards. Accept the fields from the Add Acreage drop-down that would be accessible for your workflow.
Also, some of the fields let you accept from amid a another of labels. For example, Contacts provides a Related Names acreage with a absence characterization of “mother.” Bang that characterization and you’ll see a continued annual of family, acquaintance, and job titles that you can use as the characterization for a Related Names field. I add Related Names fields for “spouse” and “child” to all my associate cards, so I can bethink a contact’s family.
Almost all of the fields accord you the advantage to actualize a custom label. For example, back I adapt a agenda for a company, I like to specify which buzz cardinal is for Billing and which is for Support, and I use custom labels for that purpose. Here’s how to do it: bang the acreage name for a buzz cardinal to see a agenda of alternating labels. From the basal of the menu, accept Custom and admission the name of your own label. Back you change a field’s characterization in the template, the change appears on all of your cards; if you change the characterization back you are alteration an alone associate card, the change affects alone that card.
For alike added flexibility, you can add added instances of a acreage by default. Back best of my contacts accept assorted buzz numbers, I adapted the arrangement to accommodate several buzz cardinal fields. To add accession instance of a field, bang the blooming added button beside the field, afresh bang the new field’s characterization to accept the characterization you want.
Some of Contacts’ added fields accommodate with added Mac applications. The Birthday and Date fields add agnate agenda entries to the Agenda app. What’s more, back you actualize a Agenda activity in iPhoto, you can affectation associate birthdays and dates on your calendar. Note that in OS X 10.7 Lion and earlier, you bare to specify a year for a Birthday or Date field, contrarily it defaulted to 2000 on the calendar, arch to antic claims that your contacts are 13 years old. In 10.8 Mountain Lion and 10.9 Mavericks, you don’t charge to specify the year at all, and you can annul the year from incorrect birthdays.
Contacts abstracts is additionally acclimated by Siri in iOS. By abacus the Nickname acreage to your template, you can use the capacity of that acreage to advice you voice-dial your iPhone. For example, beneath my uncle’s abounding name I accept “Uncle Bob,” and beneath my brother I wrote “Brother.” That lets me acquaint Siri to “call Uncle Bob” or “call my brother” instead of allegorical their abounding names.
Issue Commands with Contacts — You’re assuredly acclimated to attractive up associate advice in Contacts, but did you apperceive you can chase your Mac, admission mapping services, and accelerate argument belletrist appropriate from Contacts? You can acquisition and affair assorted commands by beat the altered acreage labels on a associate card.
For example, back you bang an email label, you see a agenda of accomplishments including Accelerate Email, FaceTime, Accelerate Message, Accelerate My Card, and Chase with Spotlight. This aftermost command searches your absolute Mac, not aloof your email, for all abstracts absolute that address.
You can bang a artery abode characterization to accessible it in the new Maps app in Mavericks (Google Maps in beforehand versions of Mac OS X), to put that abode on your clipboard, or to archetype a URL for that area in Maps (again, in Google Maps for beforehand versions).
Clicking a buzz cardinal gives you the befalling to appearance the cardinal in absolute ample blazon beyond your screen, alpha a FaceTime call, accelerate a argument bulletin to that cardinal via Messages, or alike accomplish a buzz alarm with accordant apps, such as Skype.
Deal with Duplicates — Occasionally you may acquisition alike cards in Contacts, which can appear for a arrangement of reasons. For example, if all of your contacts are angled or tripled, it’s acceptable because you accept synced your contacts from assorted sources, such as with iCloud and iTunes (possible alone in Mountain Lion back Mavericks alone Accompany Services). If you’re application iCloud in Lion or Mountain Lion, about-face off associate syncing in iTunes and the assorted instances should disappear.
It’s additionally accessible to end up with assorted cards for a person, some with anachronous information, or accept email addresses on one agenda and buzz numbers on another. These duplicates can occur, for example, back you accept added contacts from altered sources over time, such as by appointment contacts from an old buzz or importing from accession Mac.
To boldness this problem, you’ll appetite to absorb the cards. You can do this on a case-by-case basis: Command-click the cards you appetite to combine, and afresh accept Agenda > Absorb Selected Cards. To accomplish abiding the abstracts merges cleanly, be abiding Home and Assignment labels are accurately assigned in the abstracted cards. If two altered buzz numbers are both apparent Work, Contacts may bead one of the numbers.
If you accept a lot of such duplicates you can absorb them all at once: accept Cards > Attending for Duplicates. Contacts tells you how abounding duplicates it has found, and asks if you appetite to absorb them. However, you accept no ascendancy over the process, and any associate cards that accept the aforementioned name, alike if they are absolutely for altered people, may be accumulated (sorry, John Smith!). Accomplish a advancement with Book > Consign > Contacts Archive first, if you are activity to use this technique.
You aren’t bound to Contacts back acclimation up a blowzy associate database: if you accept a lot of alike names, cards with missing information, or admission errors (such as accepting aggregation names in the aboriginal name field), booty a attending at Spanning Sync’s Contacts Cleaner ($4.99). It can boldness dozens of formatting errors and circuitous duplication issues.
Make Acute Groups — One underutilized affection of Contacts is acute groups. In accession to the associate groups you can actualize manually (choose Book > New Accumulation and afresh annoyance contacts to the group), you can actualize acute groups: lists of contacts that amend dynamically, aloof like acute playlists in iTunes and acute albums in iPhoto. Acute groups can be based on the capacity of a field, or on the cachet of the agenda itself, including back it was updated.
I use a acute accumulation to accumulate all the advisers of one of the businesses I assignment with. I accept a dozen contacts active in altered departments of the company, and I accumulate their cards sorted by aboriginal and aftermost name, not aggregation name. By authoritative a acute group, I can see the absolute annual of that company’s advisers in one place, afterwards accepting to chase for the aggregation name or add new contacts to a accumulation manually.
To actualize your aboriginal acute group, accept Book > New Acute Accumulation (Command-Option-N); afterwards you can additionally hover the arrow over the Acute Groups branch in the aftereffect and afresh bang the baby added button that appears. Either way, a chat appears in which you can name the acute accumulation and specify the altitude that charge be met for a agenda to be included in that group. To accomplish my aggregation name acute annual as in the beforehand example, accept Aggregation from the aboriginal menu, “is” from the added menu, and afresh admission the aggregation name. If you charge assorted criteria, bang the added button to the appropriate to add an added criterion.
Whenever a associate agenda meets the altitude you specify, it appears in that acute group. Back it no best meets those conditions, it automatically disappears from the acute group.
Use Amusing Media — In Mavericks, Contacts provides fields for you to abundance a arrangement of your contacts’ amusing media handles. Back you add Facebook, Twitter, and LinkedIn (new in Mavericks) accounts application the Internet Accounts area of Arrangement Preferences, anniversary person’s amusing media annual handle is added to the analogous agenda in Contacts.
For Facebook and LinkedIn, you can bang Get Contour Photos in the Internet Accounts another area to affectation your friends’ contour pictures appropriate on their cards.
You can alike go a footfall added by blockage the Contacts advantage in the Internet Accounts pane, which imports all your Facebook and LinkedIn admission into a new group, complete with contour information. Bigger yet, that advice charcoal up to date as your admission add and change their associate information. But…
Given the abandoned “friending” that best bodies accept affianced in on these services, abacus hundreds of entries of bodies you almost apperceive to Contacts may be a absolutely abhorrent idea. If you do add Facebook and LinkedIn information, and afterwards adjudge adjoin it by deselecting the Contacts checkbox for anniversary in the Internet Accounts another pane, you accept the advantage to abolish that advice from your Mac, or accumulate it and artlessly breach the affiliation so it doesn’t update. Neither is absolutely satisfactory: ideal behavior for abounding of us would be to get afterlight information, but alone for those bodies who were already in Contacts.
Sometimes, though, alike this akin of amusing media affiliation is not enough. Cobook ($9.99 for the Mac, chargeless for iOS) incorporates Facebook, Twitter, LinkedIn, and Xing by importing your Accompany and Followers lists as Tags. In the Cobook iPhone app, you can alike appearance anniversary contact’s contempo amusing media posts.
Tagging in Cobook provides added adaptability to Contacts’ groups. You can actualize tags to mark bodies for Christmas lists, invitations, and added times back you appetite to clarify your contacts afterwards creating a abiding group.
One of my admired appearance of Cobook is that you can admission your contacts bound from an figure in your Mac’s agenda bar. I additionally like that, in Cobook’s iOS app, anniversary associate displays that person’s bounded time. No added accidentally alive up your babe spending a division abroad, or calling a aggregation beyond the country afore or afterwards business hours!
Print Commitment Labels and Use Mail Absorb — Best bodies are afraid to apprentice that Contacts can book commitment labels and envelopes application accepted formats from Avery and Dymo, and that you can alike actualize your own layouts for custom labels. Apple doesn’t trumpet the functionality, but instead buries it in the Book dialog.
To book labels or envelopes, aboriginal highlight the contacts to accommodate in the book job. Then, accept Book > Print, and bang Appearance Details. Next, from the Appearance dropdown, accept a style: the choices accommodate Envelopes, Commitment Labels, Lists, and Pocket Abode Book. Once you accept called a style, use the Blueprint and Characterization panes in the Book chat to clarify the blueprint and agreeable of the commitment labels or envelopes. In the Blueprint area you can set characterization dimensions, allotment from assorted accepted sizes. In the Characterization area you can specify a logo or added angel to use, and accept a font.
If, however, you charge to add barcodes or intricate cartoon to your labels, attending to added applications. For example, Labels & Addresses ($49.95) from BeLight Software gives you abundant added press flexibility, including claimed and accumulated templates, artistic fonts, hundreds of images, and the adequacy to book postcards and a arrangement of characterization shapes. As an added bonus, the software can activate press commitment labels in the average of the page, so you can accomplish use of partially acclimated characterization sheets.
Labels & Addresses additionally solves the botheration of how to actualize a distinct abode characterization for assorted contacts who allotment an address, such as affiliated couples, a charge that generally arises back press labels for anniversary cards. For added advice about that, apprehend Jeff Carlson’s “Labels & Addresses Restores Anniversary Agenda Sanity” (12 December 2008).
Dedicated characterization printers, such as the LabelWriter printers from Dymo and Acute Characterization Printers from Seiko, book your labels in continued strips, so that you don’t wind up crumbling bare labels at the basal of the sheet. They abutment a all-inclusive arrangement of characterization sizes, and while they appear with their own software, it’s generally bigger to await on Labels & Addresses.
If, instead of application labels, you frequently charge to book anon on envelopes, I advance you booty a attending at Ambrosia Software’s EasyEnvelopes ($9.99), which additionally integrates with Contacts.
You can additionally actualize commitment labels, envelopes, and directories central your admired chat processor. Both Pages ’09 and Microsoft Chat admit Contacts as a abstracts antecedent for mail absorb — unfortunately, the just-released Pages 5 no best supports mail merge. Any fields on a associate agenda can be included in anatomy belletrist and buzz annual directories as well.
Contacts in the Cloud — iCloud makes synchronizing Contacts with your iPhone and iPad easy, but what if you accept an Android-based smartphone or tablet?
The best accepted cross-platform band-aid is to use Google Contacts. Because your Mac, iPhone, and iPad can automatically affix to a Google annual (just add it in the Internet Accounts another pane, and baddest the Contacts checkbox inside), any contacts you accept in Google Contacts can be pulled into the Contacts apps on your Apple devices. Any added annual listed in the Internet Accounts area that supports contacts can be brought into Contacts the aforementioned way.
Another way to allotment contacts beyond platforms is to use a Web-based annual like Fruux, which food your contacts and makes them accessible to any app, operating system, or accessory that understands the CardDAV protocol, such as Thunderbird, Android, and Nokia smartphones. (Fruux additionally supports agenda administration via the CalDAV protocol.) Such casework acquiesce you to allotment associate advice with others, as well: you can allure anyone you appetite to your Fruux abode book, including friends, family, and co-workers, and you can accept to accord them read-only or read-write access. Fruux is chargeless for use with up to two shares and two devices; to access that to absolute shares and up to 10 devices, you’ll charge a Pro annual (€4/month or €40/year).
Plaxo is accession accepted cloud-based synchronization service. The Plaxo Platinum Accompany annual ($5/month or $59.99/year) syncs your contacts amid Contacts, Outlook, Gmail, iPhone/iPad, Blackberry, and Windows Mobile — it can additionally do agenda accident administration beyond those platforms.
Exporting Your Abode Book — Sometimes it’s accessible to accommodate your contacts to added applications: a affairs may artlessly ask permission, and the carriage happens seamlessly. At added times, though, you charge consign your associate abstracts afore you can acceptation it elsewhere.
Contacts provides two consign formats: vCard or a Contacts Archive. vCard is advantageous for importing into abounding programs on a arrangement of platforms. A Contacts Archive, on the added hand, is alone acclimated to alteration your contacts to accession Mac that is additionally active Contacts.
What if your destination app doesn’t accept vCard and wants a argument file? Unfortunately, Contacts lacks a simple argument consign advantage that puts your contacts into the accepted tab-delimited or comma-separated argument formats. Luckily, there are utilities that can apprehend your contacts annual and consign it as a comma-separated or tab-separated argument file, acceptable for acceptation into such programs as Excel, FileMaker, Outlook, and Salesforce.com. One such app is Subclassed’s Consign Abode Book ($3.99). This little gem alike includes hidden fields like Creation and Modification Date in the exported argument file.
Going Beyond Contacts — There are a scattering of added apps on the bazaar that aggrandize on Contacts’ capabilities.
For an another interface with blush coding for groups, booty a attending at iLifeTouch’s Associate Book ($5). It provides an accessible way to about-face amid groups; adds amusing media advice to your contacts; and offers three means to search, including a slideshow.
If you appetite to abundance acute advice in Contacts but are anxious about it falling into the amiss hands, booty a attending at Tension Software’s Private Associate ($7). It’s a abstracted associate administrator that encrypts its abstracts and doesn’t accommodate with the blow of your Mac, befitting your arcane capacity secure. It imports from Contacts, offers blush coding of categories, and is contrarily advised to assignment about like Contacts.
If you’re attractive for decidedly added ability in general, analysis out SOHO Organizer from Chronos ($99.99), which offers hierarchical acute groups, iCloud syncing, offline support, book accessories to contacts, smarter alike handling, and more. For those attractive appear a full-fledged chump accord administration tool, investigate Marketcircle’s Daylite ($279.95), which annal aggregate you do with a contact, lets you ascertain relationships amid people, pulls out bodies you haven’t announced with in a while, automates follow-ups, and abundant more.
Final Associate — While Contacts is geared for the home user, its customizability makes it added applied for austere use than best bodies realize. With its abysmal affiliation with added Apple apps and absolute software, it additionally provides a foundation for alive with your associate abstracts in a arrangement of ways. And of course, whatever your opinions of the absolute Contacts app are, it’s amount to accepting associate advice accompany seamlessly with your iOS devices.
However, if you accept added able-bodied associate and accord administration needs than Contacts provides, you may be able to use one or added of the utilities declared aloft to accomplish Contacts into a apparatus that works for you or, if all abroad fails, alter it entirely.
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