Address Book

The Address Book represents all potential contacts of any hold. Contacts are often a combination of the company’s employee directory (usually provided by Microsoft Entra ID) as well as any additional contacts that are manually entered or imported for people outside of the company.

Contacts become custodians when added to a hold.

View, Filter & Sort

View created contacts and filter/sort them via the columns.

Note: Filtering/sorting works the same on all pages.

View a short animation of filtering and sorting on this page: Hold Management.

 

To add/remove columns, select the Settings icon 

Then, select Columns and (de)select the appropriate columns.

Create Contacts

  1. Select  

  2. Define the Contact Details. Only the Full Name is mandatory.

  3. Click Save. 

Edit or Delete Contacts

Edit a contact via the View Contact Details icon   

Delete one or more contacts by selecting them and clicking the Delete selected Contacts icon  

After edit or delete actions, update the Address Book View with the Refresh icon 

Import Contacts

For adding people outside the company (or more specifically outside the Microsoft Entra ID of the tenant), use the Import option.

Create an Import Contacts Template and place the people you want to import in this file. This will result in the address-book.csv file with new contacts to import.

  1. Select the Settings icon.

  2. Select Columns and select the columns you need for your contacts. For example, Email Address, Full Name, etc.
    Please note that though the ID, Tenant and Tenant ID columns can be exported, these columns will be ignored when importing new contacts into LEGAL HOLD.

    Also, please be aware when updating your contacts using the import option, edited email addresses will create a new record for that contact.

  3. Select Export As... > CSV

  4. Open this file and remove the exported contacts. You can open the file in Excel to modify, but save it as .csv.

  5. Add the contacts you want to import. Make sure the correct order of the columns is maintained. Like this:

Select the Settings icon 

Then, select Import Contacts and select the CSV file (address-book.csv) with contacts you want to import.

Export Contacts

Export all your contacts as CSV, Excel or PDF.

Please note when you use this option to edit your contacts and import them back in, to export (and import back in again) as CSV.

Also, please be aware that edited email addresses will create a new record for that contact.

 

First, select the Settings icon 

Then, select Export As... and select the format to which you want to export.

Save View

The Address Book View might have been adjusted by filtering, sorting and/or by a specific selection of columns (via Settings > Columns).

 

To save this new view, select the Settings icon  

Then, select Save View.