Nexus provides two distinct address books:
You can also share your contacts with other Nexus users.
The following sections assume you have already successfully configured Entourage Web Services to access Oxford Nexus (the Oxford University Exchange server).
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 Web Services 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. You will need to save these exported contacts somewhere accessible, eg on your Desktop, for the next part of the process.
Once you have exported your contacts from your current mail program you need
to open Entourage Web Services and connect to your Nexus account (this
assumes that you have already configured Entourage).
From the Entourage Web Services menu, click
Figure images/Entourage1cont.png [Entourage import screen, with "Contacts or messages from a text file" selected.]
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".]
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 Web Services 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 Web Services 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 Web Services, with "Sharing" highlighted]
To share contacts through Entourage Web Services, Control-click on the Contacts folder and choose
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.]
Add User... to open the
Select User screen:
Figure images/Share3.png [A partial name is typed in and Entourage Web Services shows a list of possible matches to choose from.]
Type in a part of the person's name and then click
Find. Entourage Web Services will give a list of suggestions,
choose the one you want to share with and click
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
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.
[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.
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
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 Web Services, you do this in exactly the same way as in 2. Sharing your contacts above,
by Control-clicking on the folder name
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
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
OK to finish.
3. Where next?
If you have any problems, in the first instance you should contact your local (College or Department) IT staff. If they cannot help then please contact the OUCS Helpcentre for further assistance.