IT Services

Contacts/address books with Entourage


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.
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...].

Figure images/Entourage1cont.png [Entourage import screen, with "Contacts or messages from a text file" selected.]

Select Contacts or messages from a text file and click the right-arrow to continue.

Figure images/Entourage2cont.png [Choose between "Import contacts from a tab- or comma-delimited text file", and "Import messages from an Mbox-format text file".]

Choose Import contacts from a tab- or comma-delimited text file and click the right-arrow.

Figure images/Entourage3cont.png [Shows a text file which has been stored on the desktop.]

Browse to your saved file and click Import to open the contacts file.

Figure images/Entourage4cont.png [A list of mapped and unmapped fields.]

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.

Figure images/Entourage5cont.png [Congratulations screen confirms that the import was successful.]

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

Figure images/Share1.png [Shows the menu when you Control-click on your contacts in Entourage, with "Sharing" highlighted]

To share contacts through Entourage, Control-click on the Contacts folder and choose Sharing.

Figure images/Share2.png [Window with a list of users or groups, and their permissions. Initially contains Default and Anonymous, covering users who do not have special permissions.]

Click Add User... to open the Select User screen:

Figure images/Share3.png [A partial name is typed in and Entourage shows a list of possible matches to choose from.]

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.

Figure images/Share4.png [The new sharer is now listed and you can modify their permissions to suit.]

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.

Figure images/Share5.png [The permissions for the new user have now been changed to "Reviewer", so that they can see and read your items.]

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.

Figure images/CreateFolder.png [Entourage's Create New Folder screen where you can specify a name, type of folder, and parent folder from a list. ]

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.

Figure images/OpenFolder.png [A screen where you specify the name of the person whose contacts you want to view, and the type of folder (Address Book is selected).]

Click on the Find User icon next to the User input box to choose from the Global Address Book.

Figure images/Share3.png [A list of users who match the partial name entered.]

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.

3. Where next?

Now that you have found out how to use contacts and address books with Entourage you may like to have a look at further information on Entourage: