> For the complete documentation index, see [llms.txt](https://docs.pascom.net/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.pascom.net/en/user/pascom-app-userguide/phonebook.md).

# The Phonebook

Learn everything you need to know about using the PASCOM telephone book

🖥️ + 📱 Desktop & Mobile

## Trainings Video

{% embed url="<https://www.youtube.com/watch?v=dZ6U_YShgag>" %}

## Overview

The PASCOM phone book is designed to contain a company-wide global phone book and a private phone book for each individual user. This prevents users from storing their private data in the company phone book. System administrators and phone book administrators take care of global phone book entries and you can manage your own records.

1. *When an incoming call is received, the system first searches for a matching contact in your private phone book. If the system does not find it, it will search the global company phone book for a matching entry. So you can overwrite company entries with your private data and only you can see this data.*

## Open the Phonebook

Click on the **phone book** icon in the menu bar to open up the telephone book.

![Open the Phonebook](https://2713225-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FVIw0BpSv358R2Pr2HflD%2Fuploads%2Fgit-blob-a81c74454b3e06495d69a87bc2a8dff52b7734bd%2Fopen_phonebook.jpg?alt=media) *Open Phonebook via the PASCOM Menue*

## Overview of the private and global Phonebook

Using the menu item in the upper left corner of the phone book, you can switch between your **private** and **global** phone book with one click.

![Phonebook overview](https://2713225-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FVIw0BpSv358R2Pr2HflD%2Fuploads%2Fgit-blob-f80e6a104a63125376c86d3e3e259ef676e82cb0%2Foverview_phonebook.en.jpg?alt=media) *Overview of the Phonebook*

All contacts are clearly displayed in a kind of **business card**. From here you have immediate access to important contact types, which we will explain briefly below.

![Phonebook symbols](https://2713225-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FVIw0BpSv358R2Pr2HflD%2Fuploads%2Fgit-blob-f4dbf283f06df5bb0c72f42f9412c9677e968439%2Fsymbols_phonebook.en.jpg?alt=media) *Symbols of the Phonebook explained*

As you can see in the above graphic, there are **colored** and **greyed** symbols that indicate whether the corresponding contact type contains data or not.

## Details of an Phonebook entry

Each contact in the phone book contains additional information. Click on a **phone book entry** and you will get to the **detail view**.

![Phonebookentry details](https://2713225-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FVIw0BpSv358R2Pr2HflD%2Fuploads%2Fgit-blob-a42771ebcc0c35de36541435fc069c9c8968be3e%2Fdetails_phonebook.en.jpg?alt=media) *Details of an Phonebook entry*

The **detail view** of a phone book entry gives you more information.

If you have the role of **Phone book administrator** or if you are in a telephone book entry of your private telephone book, you can edit the telephone book entry on the top right of the **edit icon**.

## Create new phone book entry

{% hint style="info" %}
To create new phone book entries in the global company phone book, you must have the role **Phone book administrator** or be **system administrator**.
{% endhint %}

To create new phone book entries, click on the **red + symbol** in the phone book.

![Add a new Phonebook entry](https://2713225-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FVIw0BpSv358R2Pr2HflD%2Fuploads%2Fgit-blob-b362ff7cf8acc2cfd12eaa825d9e34ff26b12032%2Faddnew_phonebook.en.jpg?alt=media) *Add a new Phonebook entry*

Fill in the predefined fields with your contact data and click on the **floppy disk symbol** to save the phone entry.

![Create new phonebook entry](https://2713225-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FVIw0BpSv358R2Pr2HflD%2Fuploads%2Fgit-blob-1df8a6c3cbce45053b36e8efd68f97140c09504c%2Fcreate_phonebook.jpg?alt=media) *Create and save a new phonebook entry*

## Add phone book entries to contact list

If you want to place contacts from your phonebook directly in your **contact list**, you must mark the corresponding **phonebook entry** as **favorite**.

![Phonebook favorit](https://2713225-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FVIw0BpSv358R2Pr2HflD%2Fuploads%2Fgit-blob-0326623b0b54ce4566bc47cb56302c3ef6d6a551%2Fadd_favorit.jpg?alt=media) \*Mark phonebook entry as favorit

Then the **Phonebook entry** appears in the section of your **Favorites** in the contact list.

![phonebook entry as a favorit in your contactlist](https://2713225-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FVIw0BpSv358R2Pr2HflD%2Fuploads%2Fgit-blob-c79a73998fcfeb1e32c7c99b64d10dee4f2ccf78%2Ffavorit_in_contactlist.jpg?alt=media) *Add phone book entry as favorite in the contact list*

## Outlook Kontakte importieren (ab v.2013)

If the PASCOM Desktop App finds a supported Outlook phone book on the PC, the entries can be automatically added to the app in the **private phone book**.

The Outlook import only works with the local version. To do this, the **"New Outlook version "** switch must be deactivated.

![Use the local Outlook](https://2713225-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FVIw0BpSv358R2Pr2HflD%2Fuploads%2Fgit-blob-57a4b04df9ab7741b92e81792c5d910af886fed9%2Fnew-outlook.de.png?alt=media)

{% hint style="success" %}
The administrator can import contacts from the **"New Outlook version "** into your private phone book using the [Microsoft 365 Connector](/en/integrations/connector/contacts-microsoft-365.md).
{% endhint %}

1. Open the **App Settings** via the PASCOM menu

![Open App Settings](https://2713225-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FVIw0BpSv358R2Pr2HflD%2Fuploads%2Fgit-blob-c4a4bcf8655b2611f171482cd10614fb8b2e4052%2Fopen_clientsettings.jpg?alt=media)

2. Click on **Outlook settings** in the **Settings menu**

![Outlook Settings](https://2713225-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FVIw0BpSv358R2Pr2HflD%2Fuploads%2Fgit-blob-1912ac7c73a4cf8ed1a7ecdf7cb1f7578d8af680%2Foutlook_settings.en.jpg?alt=media)

3. **Activate** the connector and the PASCOM App will automatically attempt to connect to your **Outlook**.

### Set Outlook PST folder manually

The Outlook PST file contains all Outlook data. Among others also your contacts.

1. Click on **add** by the **Selected folders** section and select the directory where the Outlook PST file is located.

### Update Outlook contacts

The PASCOM App automatically updates your Outlook contacts every time you start the program. If newly created contact data does not yet appear in the PASCOM phone book, click on **update outlook contacts** in the settings menu.


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