Working with Contacts
Now that you understand the underlying structure of the iPod's contacts, you're ready to put them to practical use. In the following pages, you'll create contacts in various applications and export them to the iPod. Along the way, I'll show you ways to move unexpected information to your iPod.
The Manual Method: Macintosh
Much like their paper counterparts, vCards are amenable to being dropped where they can be most helpful. In the case of vCards, this means that you can drag them from their host application (Mac OS X's Address Book application or Microsoft Entourage 2001 running under Mac OS 9, for example) onto your Mac's Desktop or into another vCard-friendly application.Wouldn't it be swell if you could drop them into your iPod just as easily?You can. Here's how.
Step 1: Locating contacts in host applications
To find vCard-compatible contact information in the following programs, follow these instructions.Address Book (Mac OS X)
1. Open Address Book.You'll find it in Mac OS X's Application's folder at the root level of your startup drive. All the contacts appear in the main window.2. To select all the contacts, press Command-A; to select individual contacts, Command-click each contact you want to select.Alternatively, you can select your contacts and select Export vCards from the File menu. The selected contacts will be placed into a single vCard, which you can drag into the iPod's Contacts folder in Step 2 ("Moving contacts into the iPod manually") on the next page.
Microsoft Entourage2001 (for Mac OS9 .2and earlier and OS X's Classic environment)
1. Open Entourage 2001 (inside the Microsoft Office folder).2. In the Folder List field, click the Address Book entry, choose Address Book from the Window menu, or press Command-2 to display your contacts in the main Entourage window.3. Click a contact; then press Command-A to select all the contacts, or Command-click to select numerous individual contacts.
Microsoft Entourage v.X and Entourage2004(Mac OS X)
1. Launch Entourage (inside the Microsoft Office folder).2. Click the Address Book button in the top-left portion of the main window, choose Address Book from the View menu's Go To submenu, or press Command-2 to produce the Address Book.3. Click a contact; then press Command-A to select all the contacts, or Command-click to select numerous individual contacts.
Palm Desktop4.x for Macintosh
1. Open Palm Desktop.2. If the Address List window isn't visible, choose Address List from the Window menu.3. Click a contact; then press Command-A to select all the contacts, or Command-click to select numerous individual contacts.

Step 2: Moving contacts into the iPod manually
Now that you've located the contacts you want to move, you can move them. Follow these steps:
1. If your iPod's not connected to your Mac, make the connection, and wait for its icon to appear on the Desktop.2. Configure your iPod so that it mounts on the Mac's Desktop as an external hard drive.To do this in iTunes, open the iPod Preferences dialog box, and check the EnableDisk Use check box (Figure 7.6).
Figure 7.6. Choose Enable Disk Use to mount your iPod on the Desktop.

Figure 7.7. The iPod's Calendars and Contacts folders.

The contacts you copied are displayed in the Contacts list.
The Manual Method: Windows
Moving contacts manually from Windows applications to the iPod isn't terribly different from performing the operation on the Mac. Here's how to go about it.
Step 1: Locating contacts in host applications
To find vCard-compatible contact information in the following programs, follow these instructions.Address Book (Windows)
1. Launch Address Book.2. If it's not already selected, choose Main Identity's Contacts in the Address Book window's left pane.3. Press Ctrl-A to select all the contacts, hold down the Ctrl key while clicking noncontiguous contacts to select multiple contacts individually, or hold down the Shift key while clicking two contacts (those two contacts and all contacts between them will be selected).
Microsoft Outlook (Windows)
1. Open Microsoft Outlook.2. Click the Contacts button in the Outlook Shortcuts portion of the Microsoft Outlook window.3. Press Ctrl-A to select all the contacts, hold down the Ctrl key while clicking noncontiguous contacts to select multiple contacts individually, or hold down the Shift key while clicking two contacts (those two contacts and all contacts between them will be selected).
Palm Desktop4.x for Windows
1. Open Palm Desktop.2. If the Address List window isn't visible, click the Address button in the left portion of the Palm Desktop window.3. Press Ctrl-A to select all the contacts, hold down the Ctrl key while clicking noncontiguous contacts to select multiple contacts individually, or hold down the Shift key while clicking two contacts (those two contacts and all contacts between them will be selected).
Step 2: Moving contacts into the iPod manually
Regrettably, not all the Windows applications I mention support drag and drop. But there's more than one way to skin a contact. To move contacts from each of these applications, follow these steps.Address Book and Microsoft Outlook (Windows)
1. Open the Contacts folder inside your iPod.You'll find your iPod by double-clicking My Computer.2. Switch to Address Book or Outlook, and drag and drop your contacts into the iPod's Contacts folder.Your contacts have been moved to the iPod as individual vCard files.3. Unmount your iPod by clicking the iPod icon in the System Tray and choosing Unmount from the resulting contextual menu.4. When the iPod displays the message "OK to disconnect," detach the data cable.5. Wait for the iPod to reboot; then navigate to the Contacts screen.The contacts you copied are displayed in the Contacts list.
Palm Desktop4.x for Windows
1. With your contacts selected in Palm Desktop, choose Export vCard from Palm Desktop's File menu.2. In the resulting Export As window, navigate to your iPod's Contacts folder.3. Making sure that vCard File (*.vcf) is displayed in the Export Type field, enter a name for your contact file in the File Name field, and click the Export button.Your contacts are moved to the iPod as a single vCard file.4. Unmount your iPod by clicking the iPod icon in the System Tray and choosing Unmount from the resulting contextual menu.5. When the iPod displays the message "OK to disconnect," detach the data cable.6. Wait for the iPod to reboot; then navigate to the Contacts screen.The contacts you copied are displayed in the Contacts list.
You've probably heard (and if not, you'll soon learn) that many utilities for automating this process are available. If so, why use the manual method? To begin with, as this book goes to press, on a Windows PC, such utilities work only with Microsoft's Outlook. And many of the Mac utilities work only with Mac OS X. If you run Mac OS 9.2 or earlier, or don't use Outlook but want to move your contacts from a particular application, moving vCards manually may be your only choice. Also, I can't anticipate which future applications will offer vCard support or whether those applications will provide an expedient way to move contact information between your computer and the iPod. As long as the host application supports exporting contacts as vCards, the manual method should see you through until something more convenient comes along.
Multiple Contacts in a Single File
If you drag multiple vCards into the iPod's Contacts folder, that folder will be jammed with files. If you're keen on both tidiness and repetitive tasks, you can place your contacts in a single .vcf file. To do so, just select a .vcf file as a master file, and open it in a text editor. Then open each .vcf file in the Contacts folder in that same text editor, and cut and paste the information in the file into the master file.Your master file will look something like this:
begin:vcard
fn:Costello\, Elvis
n:Costello;Elvis;;;
email;type=internet:thebestelvis@mcmanus.com
end:vcard
begin:vcard
fn:Blow\, Joe
n:Blow;Joe;;;
tel;type=work:555/555-1212
email;type=internet:joe@blow.com
org:Joe Blow Inc
end:vcard
begin:vcard
fn:Jones\, Bubba
n:Jones;Bubba;;Dr.;
adr;type=work:111 Main Street;Anytown;AK;99988;USA
adr;type=home:543 Home Street;Anytown;AK;99988;
tel;type=home:555/555-1213
tel;type=work:555/555-1212
tel;type=cell:555/555-1234
email;type=internet:bubba@bubba.com
org:Bub Industries
url;type=home:www.bubba.com
note:Bubba loves chocolate cake!
end:vcard
The Automated Method: Macintosh
Now that you've learned to crawl through iPod contact management when you need to, it's time to spread your wings and fly. The following automation methods will make working with contacts on your Mac much easier.
iSync
Before the release of the iPod Software 1.2 Updater, Apple provided AppleScripts for automating the transfer of contacts between Mac OS X's Address Book, Microsoft's Entourage, and Palm's Palm Desktop and the iPod. Apple has since removed those AppleScripts from its site.Why? Because Apple believes that it has a better solution: a utility called iSync.iSync, as the name implies, synchronizes contact and calendar data between the Mac and such devices as the iPod, Palm computing devices, compatible cell phones, andif you have a .Mac account (Apple's online service)other Macs. Regrettably, iSync works only with the data stored in Mac OS X's Address Book and Apple's calendar application, iCal. (Dry those tears, Entourage and Palm Desktop users; see the sidebar "I Need Contact!" in this section to learn how to move your contacts into Address Book.)iSync requires that you be running Mac OS X 10.2 (Jaguar) or later. As this book goes to press, 1.5 is the latest version of iSync. To sync your iPod with Address Book, follow these steps.
1. If iSync isn't on your Mac, download it from [www.apple.com/isync].2. Launch iSync, and choose Add Device from the Devices menu.Your iPod should appear in the resulting Add Devices window.3. Double-click the iPod's icon.The icon is added to iSync's window, which expands to reveal the synchronization options (Figure 7.8).
Figure 7.8. Synchronization options within Apple's iSync.

Figure 7.9. iSync's not-so-subtle Safeguard window.


I Need Contact!
If, like many Mac users, you've carefully squirreled away your contacts in Microsoft's Entourage or Palm's Palm Desktop, you may be disappointed that iSync works only with Address Book. But as Aristotle was so fond of saying, "It's no use crying over spilled goat's milk."If you want to use iSync and you don't care to pay for a third-party utility, you must use Address Book. Fortunately, it's not difficult to move contacts from either program into Address Book. Here's how.Entourage
1. In Mac OS X 10.2 or earlier, open the AppleScript folder inside Mac OS X's Applications folder and double-click the Script Menu.menu item (in Mac OS X 10.3, double-click the Install Script Menu application in this same location).This places an AppleScript menu in the Mac's menu bar.2. From this menu select Mail Scripts and then choose the Import Addresses script in the submenu.When you run this script a window appears that gives you the option to import addresses from Entourage, Outlook Express, Palm Desktop, Eudora, Claris Emailer, or Netscape into Mac OS X's Address Book.3. Choose Entourage and click OK.The script will run and copy your Entourage addresses to Mac OS X's Address Book.
Alternatively, Michael Zapp's iPod It (described later in this chapter) can extract addresses from Entourage into a single vCard that you can then drag into Address Book. Likewise, PocketMac's PocketMac iPod Edition (also described later in this chapter) can sync Entourage contacts, calendars, tasks, notes, and email to your iPod.Palm Desktop (version 4.0 and later)You can also move Palm Desktop contacts to Address Book with the script I just described, but if you'd like to try a different method, follow these steps:
1. Launch Palm Desktop, and choose Address List from the Window menu.2. Select the contacts you'd like to move to OS X's Address Book in Palm Desktop's Address List window.3. Choose Export from the File menu.4. In the resulting Export: Palm Desktop window, name your file, select the Desktop as the destination for your saved file, and choose vCard from the Format pop-up menu.5. Click the Export button.A vCard containing all the selected contacts is saved to the Desktop.6. Open Address Book, and drag the vCard into either the Group or Name portion of the window.In a flash, your contacts appear in Address Book, ready for exporting to your iPod via iSync.
Older Contact ManagersThose who use older contact managers, such as TouchBase and DynoDex, may believe that they've been left out of the party. Not so. Although these contact managers won't run in Mac OS X (or, likely, in Mac OS 9), you can still pull their data into Address Book. The means for doing so is Palm Desktop.Palm Desktop began life as Claris Organizer, and it retains the file compatibility that it had in its Claris incarnation. Just use Palm Desktop's Import command to open your old contact-manager file (you may need to move a few fields around during the import process to make the data line up correctly) and then export it as a vCard file.
Eudora 6.1 (Mac OS 9 and OS X)
Although the Macintosh version of Qualcomm's Eudora 6.1 supports the vCard standard (as does Eudora 5.1), contacts in the program's Address Book are not saved in vCard format. To move your Eudora addresses to the iPod, therefore, you must convert them.To do so, download Andreas Amann's free Eudora vCard Export utility from [http://homepage.mac.com/aamann/Eudora_vCard_Expor84]. Then, to use the program, follow these steps:
1. Launch Eudora vCard Export, and choose the sort order you prefer from the Sort Order pop-up menu: first name, last name; or last name, first name (Figure 7.10).
Figure 7.10. Eudora's vCard Export preferences.


Now Contact (Mac OS X and OS 9)
Two tools are available for moving contacts out of version 4.x of Now Software's Now Contact personal information manager application. The first is NowPak for iPod (), a free utility that works with both Mac OS 9 and Mac OS X. The two utilities work in slightly different ways. Here's how to export your contacts with each utility.NowPak for iPod (Mac OS X 10.2 and earlier only)
1. Make sure that the iPod is mounted on the Desktop.2. Launch Now Contact.3. Launch Now Contact to iPod.4. When you're prompted, pick an iPod to update (and if you have more than one on your Desktop, aren't you the lucky duck); then click Select.5. If you've already run this script once, you'll see a warning that an entry already exists for this address book.You can cancel the process, append contacts that you've added since you last ran the script, or overwrite the preceding entry.6. When you're given the option to display names by last name first or first name first, make your selection and then click Select.The script does its work and informs you of its success when the job is done.7. Click Done to complete the process and quit the script.8. Drag the iPod to the Trash to unmount it.When the iPod reboots, you'll find your contacts listed in the iPod's Contacts screen.Note:
As we go to press, the current version of NowPak (v 1.0) doesn't work under Mac OS X 10.3 (Panther).
NETsettings NowPod (Mac OS9and OS X)
1. Make sure that the iPod is mounted on the Desktop.2. Launch Now Contact.3. Launch NETsettings NowPod.4. Choose Preferences from the Edit menu to open the Preferences dialog box.5. Click the General Preferences tab (Figure 7.11), and choose the Reverse Names option to have the iPod display names in reverse order from the way that they're displayed in Now Contact (last name first, for example).
Figure 7.11. NowPod's General preferences.

Figure 7.12. NowPod's Import preferences.

The Automated Method: Windows
Increasingly, more utilities are available for moving your contacts to your iPod, although those utilities work solely with Microsoft Outlook, the email client and personal information manager included with Microsoft Office. Among those utilities, you'll find:Mike Matheson's $14 iPodSync ([http://iccnet.50megs.com/iPodSync])iPodSoft's free iPod Agent ([www.ipodsoft.com/ipodagent.aspx])PocketMac's $23.41PocketMac iPod Edition ([www.pocketmac.net])Conrad Hagemans' free iAppoint ([www.xs4all.nl/~hagemans])Oliver Stoer's free Outpod ([www.stoer.de/ipod/ipod_en])Joe Masters' free EphPod ([www.ephpod.com])Red Chair Software's $25 Anapod Explorer ([www.redchairsoftware.com])
iPodSync
iPodSync is Mike Matheson's attempt to re-create the Mac's iSync application on Windows. For the most part, he succeeds quite well. Within the iPodSync window, you can choose to synchronize your Outlook contacts, calendars, to-do items, and notes to your iPod. To move your contacts to the iPod, follow these steps:
1. Mount your iPod as a removable drive on your PC.2. Launch iPodSync, and click the Contacts button.3. In the expanded window that appears, select the Synchronize Contacts option (Figure 7.13).
Figure 7.13. iPodSync's contact-synchronization options.

iPod Agent
It's tough to argue with free, particularly when the free utility is as capable as iPodSoft's iPod Agent. To synchronize your contacts, just follow these steps:
1. Mount your iPod as a removable drive on your PC.2. Launch iPod Agent, and click the Synchronize button.3. Click the Options button, and in the resulting Sync Options window, select the items you want to synchronize with your iPod (Figure 7.14).
Figure 7.14. iPod Agent's Sync Options window.


PocketMac iPod Edition
PocketMac makes two versions of the PocketMac iPod Edition: one for the Macintosh that acts as a conduit within iSync for synchronizing Microsoft Entourage data, and another for Windows that copies Outlook data to the iPod. It's a breeze to use:
1. Mount your iPod as a removable drive on your PC.2. Launch PocketMac iPod Edition, and click the Gear icon.3. Choose those items that you want to synchronize with your iPod (Figure 7.15).
Figure 7.15. With PocketMac iPod Edition, you can copy just about any Outlook asset to your iPod.

iAppoint
iAppoint can also move both Outlook calendar and contact information to the iPod. To use it for this purpose, follow along:
1. Mount your iPod as a removable drive on your PC.2. Launch iAppoint, and click the Contacts button.3. In the resulting window, enter a path to your iPod's Contacts folder in the Save Path fielde:\Contacts\contacts.vcf, for example, if your iPod appears as the E drive on your PC (Figure 7.16).
Figure 7.16. Enter the path to your iPod in iAppoint.


Outpod
Yes, Outpod can transfer calendar and contact information, too. Here's how:
1. Mount your iPod as a removable drive on your PC.2. Launch Outpod, and click the Contacts entry on the left side of the Outpod window.Your Outlook contacts appear on the right side of the window (Figure 7.17).
Figure 7.17. Outpod's contact-list view.
[View full size image]

EphPod
EphPod is an ever-changing beast. In the past, it could display Outlook contacts and synchronize them on your iPod while it also synchronized your iPod's music library. As I write these words, this capability is broken. But because I expect it to be fixed by the time you read this book (or shortly thereafter), I'll include not only the steps for synchronizing your contacts from within EphPod, but also those for creating new contacts.
1. Mount your iPod as a removable drive on your PC.2. Launch EphPod, and click Get Outlook Contacts in the toolbar.Outlook may toss up the warning I mentioned earlier.3. Click Yes to proceed.4. In the Microsoft Outlook warning dialog box that appears, click the Allow Access For option, choose 1 Minute from the pop-up menu, and click Yes.5. When the hourglass icon disappears, click the Contacts entry in the iPod View portion of the EphPod window.Your contacts appear in a column to the right of the Column entry (Figure 7.18).
Figure 7.18. Contacts displayed in EphPod.

EphPod has a couple of other contacts-related tricks up its sleeve. If you double-click a contact, for example, you can edit the information in it. This trick is useful if you want to add a note at the last minute before moving your contacts to the iPod.You can also create a new contact by choosing New Contact from the File menu. You'll be asked to enter a name for your contact; then the Contact Information window appears. In that window, you can enter such information as your contact's email address, phone number, and work and home addresses (Figure 7.19).
Figure 7.19. You can edit and create contacts within EphPod.

Anapod Explorer
Sheesh, is there nothing this utility can't do? No wait, don't answer, I'll tell you: No, not really. Along with its musical talents, Anapod Explorer can also synchronize your contacts and, like EphPod, let you create new contacts. Here's how:
1. At the risk of repeating myself, mount your iPod as a removable drive on your PC.2. Choose Connect iPod from the Anapod Explorer menu in the System Tray, and once Anapod Explorer recognizes the iPod, choose Open Anapod Explorer from this same menu.3. Click the Contacts entry on the left side of the Anapod Explorer window.4. Depending on what you want to do with your contacts, you have the following options:Click New Contact to create a new contact.Click Sync with Outlook (Default Folder) to synchronize contacts between the contacts in Outlook's default folder to the iPod.Click Sync with Outlook (Choose Folder) to navigate to a different Outlook folder and synchronize those contacts with the iPod (Figure 7.20).
Figure 7.20. Anapod Explorer lets you copy contacts from Outlook, as well as create your own.
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Removing Contacts from Your iPod
So you've broken up with your boyfriend, your favorite dry cleaner has gone out of business, or you can't recall who this "Jane" person is? There's no need to pack your iPod with contacts you don't need; you can remove them easily. Here's how:
1. If your iPod's not connected to your computer, make the connection, and wait for its icon to appear on the Mac's Desktop or in Windows' My Computer window.2. Configure your iPod so that it mounts on the computer as an external hard drive.3. Hacking a .vcf file" later in this chapter for more information.)