Nexus provides two distinct address books:
- The Nexus Global Address Book
- This contains the email address and department/college of each member of the University. It is updated centrally, and you cannot add to or change it. If your own details are incorrect, please inform the University Computing Services Help Centre.
- Contacts
- Each user has their own address book, stored on the Nexus servers so that it is available from anywhere in the world via Outlook Web Access. You can use this to store the details of friends, colleagues, family, or anyone you want! You can also create distribution lists, which allow you to group together a set of people who you frequently email together, such as your research group, or housemates.
You can share your contacts with other Nexus users.
1. Import contacts
When you first start using Nexus, you will probably want to transfer your Address book or Contacts from a different email system.
Entourage can import contact files which are stored as comma-separated values (.csv), or tab-separated values. In order to do this, you will need to export your contacts from your current mail program.
Open Entourage and connect to your Nexus account (for configuration instructions, please go to the
Set-up section).
From the Entourage menu, click [File/Import...].
Select Contacts or messages from a text file and click the right-arrow to continue.
Choose Import contacts from a tab- or comma-delimited text file and click the right-arrow.
Browse to your saved file and click Import to open the contacts file.
You now have the opportunity to check that Entourage has correctly interpreted the fields in your saved contacts list.
Any fields appearing in the right-hand list, Unmapped fields, will not be imported correctly, appearing as
Notes attached to each contact. If these fields correspond to fields in the Entourage list on the left
(Mapped fields) then you can drag and drop them into the correct positions to map the fields. Once you
are satisfied, click Import to start the import.
Entourage will now perform the import. If you have a large number of contacts, this may take a while. Once it
is finished, click Finish to close the Import Wizard.
2. Sharing your contacts
To share contacts through Entourage, Control-click on the Contacts folder and choose Sharing.
Click Add User... to open the Select User screen:
Type in a part of the person's name and then click Find. Entourage will give a list of suggestions,
choose the one you want to share with and click OK.
The person you chose will now appear in the list of special permissions. By default, new additions are given a
permission level of None, which does not allow them to view or change anything.
To allow them to view your contacts, change their permission level from None to
Reviewer. This gives them the ability to see your contacts folder (and sub-folders),
and to look at/use the contacts stored there. It does not allow them to edit or delete your contacts,
or to add extra contacts or subfolders. If you want, you can tick or untick boxes on this screen to
specify exactly which actions you want to permit.
Once you have finished, click OK to save and close the screen.
2.1. Making a separate folder for non-shared contacts
Sharing your contacts folder makes all data in the default Nexus Contacts folder available to the people you have shared it with. However, you may prefer to only share some of your contacts, and keep others private.
Select [File/New/Folder...] from the Entourage menu.
Enter a name for the new folder, e.g. Unshared contacts has been used in Figure 11, Create New Folder.
Choose Address Book as the Type, and select a parent folder from the list given. You will probably want to
choose the top-level folder, so that the new folder appears in the main list alongside your Inbox, Contacts etc. The name of
this folder depends on what you entered when you set up your account, in the example above it is Nexus.
Click OK to create the folder.
The sharing permissions for the new folder are inherited from the parent folder, but can be modified independently. If you made the new folder a sub-folder of your main Contacts, then you will need to change the permissions as described in 2.2. Revoking sharing permissions, if you do not want the contents to be shared.
2.2. Revoking sharing permissions
If you decide that you no longer want to share your Contacts with someone, you can remove them from your
permissions list. In Entourage, you do this in exactly the same way as in 2. Sharing your contacts above,
by Control-clicking on the folder name
and choosing Sharing. Then select the user whose permissions you want to modify, and either remove
specific privileges by using the checkboxes, or remove them altogether by clicking the Remove button.
2.3. Viewing someone else's contacts on Nexus
To view contacts that have been shared by another user, choose [File/Open Other User's Folder...] on
the Entourage menu.
Click on the Find User icon next to the User input box to choose from the Global Address Book.
Type in all or part of the name of the person who has shared their contacts with you, and click
Find to search. In the resulting list, click on the correct name and then click
OK to continue.
Choose the type of folder that you want to view, in this case Address Book,
and click OK to finish.