1. Transferring events from your local calendar to the Exchange server

If you already use the calendar function in Outlook 2003, you may want to transfer your existing calendar entries into your new Nexus calendar, so that you can access your calendar from anywhere using Outlook Web Access, or so that you can share your calendar with other Nexus users.

The way to do this depends on the way that you have set up Outlook: If your existing calendar items are stored within the same Outlook Profile that you are using to access Nexus, follow the instructions below to move your existing calendar entries. If you are using a new Outlook Profile to connect to Nexus (for example, because you already connect to another Exchange Server), you will need to export your calendar to a file.

1.1. Move events between calendars

A simple way to move calendar entries from one calendar to another is to drag and drop them.
  1. In Outlook 2003, go the the calendar view. You should see (at least) two calendars listed in the Navigation Pane. You can view them side-by side by checking the boxes next to each:
    Shows two calendars side-by-side, in Week view. The left-hand calendar contains some events, whilst the right-hand calendar, the one stored on Nexus, is empty
    Figure 2. View two calendars
  2. View your existing calendar by Category, by clicking [View/Arrange by/Current View/By Category] on the Outlook menu:
    Shows the menu sequence needed to view by category
    Figure 3. Navigating the View Menu
    You will now see your calendar items in a list:
    A list of calendar events
    Figure 4. Calendar in List view
    If your list is empty, you have the wrong calendar selected. Choose the correct calendar from the list of calendars at the top left, and change the view again.
  3. Click on the icon next to the first event in your list, to select the event. Press <Ctrl-A> on your keyboard to select all the events:
    All the events are highlighted to show they are selected
    Figure 5. Select all events
  4. Now drag and drop your events onto your Nexus calendar. Left-click on any calendar item, hold down the mouse button and drag across to the name of your Nexus calendar in the Navigation Pane on the left (Calendar in Mailbox - Your Name). Your current calendar will now be empty:
    Having moved all your items, the current calendar is now empty
    Figure 6. Empty calendar
    Click on the name of your Nexus calendar to see your events, transferred to the Nexus system. You may need to click [View/Arrange By/Current View/"Day/Week/Month"] to get back to the normal calendar view:
    The Nexus calendar now shows your events, and your old calendar is empty
    Figure 7. Transferred Calendar

1.2. Export existing calendar and import to Nexus

If your existing calendar entries are not stored within the Outlook profile that you are using to connect to Nexus, you will need to export your calendar from your old profile, and import it to your new one.
  1. Start up Outlook 2003 and choose the profile where your existing calendar is stored:
    Choose Profile screen with "Outlook" (normally the name of the first profile created for Outlook) selected
    Figure 8. Choose old Outlook profile
    [If Outlook automatically logs in with the wrong Profile you will need to close Outlook, go to Windows Control Panel, double click Mail, click Show Profiles, and select Prompt for a profile to be used.]
  2. Click [File/Import and Export...] from the Outlook menu.
  3. Choose Export to a file and click Next:
    List of import/export options with "Export to a file" selected
    Figure 9. Import and Export Wizard
  4. Choose Personal Folder File (.pst) and click Next:
    A list of file types that Outlook can export to, with Personal Folder File selected
    Figure 10. Export Wizard
  5. Choose the calendar that you want to export. This may be within your Personal Folders, or on another server. If your calendar has subfolders then select Include subfolders, then click Next:
    Mail folder tree with the calendar selected
    Figure 11. Select Calendar
  6. Click Browse... to choose a place for the exported file, where you will be able to find it easily, perhaps on your desktop. Give the file a suitable name and click OK to return to the Export Wizard. Click Finish to confirm:
    The location for the exported file, and duplication options
    Figure 12. Choose file name
    [Note that since you are creating a new file, there will be no duplicate items so you can ignore the options relating to these].
  7. You will now see a screen with encryption settings. You can just leave the defaults selected here, but remember to go and delete the export file once you have successfully imported it to your Nexus account:
    Allows you to change encryption settings and set a password for the export file
    Figure 13. Encryption Settings
    Click OK to complete the export process.
  8. Now close down Outlook, and start it again, this time connecting to your Nexus account.
  9. Click [File/Import and Export...] from the Outlook menu. Select Import from another program or file and click Next:
    Import and Export options with Import from another program or file selected
    Figure 14. Import and Export Wizard
  10. Choose Personal Folder File (.pst) and click Next:
    List of file types that can be imported, with Personal Folder File selected
    Figure 15. Import File type
  11. Click Browse and navigate to the file you just exported. Select the file and then click Open to return to the import Wizard:
    Import Wizard screen filled in with the file name and duplicates options
    Figure 16. Choose import file
    You can now choose what to do if any items in the exported file already exist in your Nexus calendar: replace them with the entries in the exported file, allow duplicates to be imported into your Nexus calendar, or do not import duplicates, just keeping the Nexus version of duplicated items. Then click Next to continue.
  12. Now select Calendar and select your Nexus mailbox to import into, then click Finish to complete the import:
    A list of folders available within the imported file, and option to choose the destination mailbox
    Figure 17. Select folder

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