User Guide

Getting Started

How to install GovAddressBook

If your organisation hasn't installed GovAddressBook for you already, you can add GovAddressBook from the Teams App Catalog

1. Open Teams and click the Apps icon from the side-rail
2. Search for GovAddressBook and select the app from the results
3. Click the Add button

GovAddressBook will now be available from your list of Teams Apps

Using GovAddressBook for the first time

When using GovAddressBook for the first time, your profile will be created automatically using details from your Microsoft 365 account.

For your profile to be found by other GovAddressBook users, you will need to publish your profile.

You can also skip this process by clicking Reminder me later. You can use GovAddressBook while your profile isn't published, but other users will not be able to search for you.

Finding other users

How to search for someone

Searching for your colleagues in GovAddressBook is powerful and flexible. The experience is similar to using a modern search engine. You can search for someone using their name, phone, email, or role. You don't have to know the exact spelling, or phone number either - the search tool is intelligent and will return suggested results if they are relevant.

To search for someone:

1. Open the Search tab of the GovAddressBook app
2. Start typing into the search field.

That's it! When you finish typing, a list of potential results will return below the search box.

Changing the organisation you're searching within

When searching in GovAddressBook, you need to specify which organisation you'd like to search within. By default, the organisation is set to your internal address book.

To change the target organisation:

1. Click the dropdown field next to the search bar.
2. Select from the list of options which organisation you would like to search.

The available organisations you can search within are set by your IT Administrators.

Managing favourites

You can save other profiles to your favourites list when you need to keep someone's contact details close by.

Adding a profile to your favourites

1. Search for someone from the Search tab
2. Hover over their name, then click the Star icon.

It will change to solid purple when a profile has been added to your favourites.

Viewing your favourites list

To view all the profiles you've favourited, open the Favourites tab from the GovAddressBook app.

From here you can filter your list of favourites using the search bar at the top of the page.

Removing a profile from your favourites list

1. Open the Favourites tab
2. Click the Star icon next to the name of the person you wish to remove.

The profile will now be removed from your favourites list.

User profiles

Viewing another profile

To open another user's profile, click their name from either the search results list on the Search tab, or from the Favourites tab.

Each user's profile is made up of their basic information, quick contact links, contact details, and custom fields.

Share a profile

If you need to share profile details with someone, there's a quick and easy way to capture their information.

1. Open the profile that you'd like to share
2. Click the Share Profile button. The details of this profile have now been copied to your clipboard.
3. Paste the details where you'd like to share them - in a chat, or an email for example.

Editing your profile

You can update what people see about you by editing your profile. To access your profile, open it by:

• Clicking the My Profile tab
• Or clicking the Edit Profile button from the Search tab.

Editing basic details

1. Click the Edit Profile Details link from the My Profile tab.
2. Edit the information as you like.
3. Click the Save button to publish the new information.

Depending on how your IT Administrator has set up GovAddressBook in your organisation will impact which fields you can change. By default, you can only change your display name, preferred pronoun and office location.

Profile custom fields

Custom fields are a great way to extend your profile with additional information about you, out of office messages, or other contact information. They can either be public and visible to all GovAddressBook users who can view your profile, or only visible to colleagues within your organisation.

Add a new custom field

1. Click the Add Custom Field button from the My Profile tab.
2. Profile the name of the field - for example, Twitter Account
3. Profile the contents of the field - for example, @coolnewtwitteraccount
4. Set the custom field visibility with the toggle.
5. Click the Save button to publish your custom field.

Edit a custom field

1. Click the Pencil icon next to an existing custom field from the My Profile tab.
2. Update the custom field information
3. Click the Save button to publish your custom field changes.

Delete a custom field

1. Click the Rubbish Bin icon next to an existing custom field from the My Profile tab.
2. Click the Confirm button to remove the custom field from your profile.