Structure of Address Book entry in Lotus Notes

When I put an entry in my personal address book in Lotus Notes, I enter the e-mail address as username@domain.com. When I enter the e-mail address into the Address Book using the "Actions" menu, then selecting "Mail Tools...Add Sender to Address Book" the address is entered as follows: "Nickname?" <username@domain.com> (quotes and brackets included). The CEO of my company has asked me (the company's technical trainer) to explain this to him, but I am not sure I fully understand it. I am assumming that it is creating an entry that will allow you to use a nickname to put in the "To:" field, and Lotus Notes will automatically pull up the correct address. Is this true, and where does it get the nickname from. A more detailed explanation of this would be appreciated. Thanks in advance -- joe klimek
joeklimekAsked:
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bprocopioConnect With a Mentor Commented:
The string in quotes is called the Nickname.

It comes from the server of whomever sent the email.

The purpose?? Well, it's just an internet naming standard - 822 I think.  You will be able to type that name in the To: field which will do a lookup to find that person if you're using Notes mail. If you're using another mail system, you'll have to have that name and address added to that systems address book.

No, the name should NEVER be in quotes if unless youre using the the entire format "Joe Shmoe" <jshmoe@blah.com> - same with the email address in brackets.

For detailed info about the format, research Internet Email Naming Standards, or try a different category (this really isn't specifically a Notes question)

-Good Luck!
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joeklimekAuthor Commented:
Edited text of question.
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stampCommented:
In R5 you get a new @Command:
@ValidateInternetAddress  

Example
Validates an Internet address based on the RFC 822 or RFC 821 Address Format Syntax.
Note  This @function is new with Release 5.
Syntax
@ValidateInternetAddress([KEYWORD]; Address)
Parameters
Keywords
[Address821]
Request input address be validated based on RFC821 Address Format Syntax.
SStreitfeld@gazette.com
[Address822]
Request input address be validated based on RFC822 Address Format Syntax.
"Streitfeld, Sara (Miami)" <SStreitfeld@gazette.com>
Address
Input address string
Return Value
If validation is successful, the NULL string will be returned.
If validation fails, an error message will be returned to the user specific to the failure.

The above stuf is copied from HELP.
Hope this explains things to you...

Regards,
stamp
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joeklimekAuthor Commented:
Stamp's answer, which is available in HELP, is difficult to understand nor does it explain pertinent details. For example:
1. What is the string inclosed in quotes called?
2. Where is this string come from?
3. What is it's purpose; how do you use it?
4. Does it always have to be enclosed in quotes
5. Is the e-mail address always enclosed in brackets < >.

I appreciate Stamp's efforts but since this will be explained to the CEO, I would prefer it to be less technical. An additional note: we are using 4.6 and not R5. I apologize to Stamp for not being clearer in my original post.
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joeklimekAuthor Commented:
Thanks Bprocopio. Your answer and my own research was sufficient to write an answer to the CEO. Here is what I wrote:

When you ask Lotus Notes to add an address to your Personal Address book (Action menu, Mail Tools...Add Sender to Address Book), the address is created based on the following structure:

"User Short Name" <username@domain.com>

The User Short Name (also called the Nickname) is the name a person enters when configuring their e-mail program. This name is included in the header of virtually every e-mail sent.

The Nickname serves several purposes. It can be typed into the "To:" filed, and Lotus Notes performs a "lookup" to find the associated e-mail address. This is convenient because the Nickname is often easier to remember than the actual e-mail address. Also, the Nickname makes it easier to identify a person whose e-mail address is not intuitive. For example: rsc234@aol.com.

The Nickname is in quotes if it contains spaces or punctuation, Otherwise, the quotes are optional. The actual e-mail address is always enclosed in brackets <  >.

Here is a nice tip that takes advantage of the Nickname. When creating groups, use the nickname and if the address changes, you only have to edit the individual e-mail address. The group is automatically updated because it uses the nickname.

If any of this is wrong, please let me know -- Thanks, joe klimek
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