IT Services



Nexus contacts/address book using Outlook 2003


Contents

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.

This guide tells you about how to get your existing contacts into Outlook 2003. If you were using Outlook 2003 with Herald, your contacts should be migrated along with your email.



1. Import contacts

When you first start using Nexus, you will probably want to import your address book from your existing email client so that you can access all your existing contacts from Nexus (if you are migrating from Herald, your contacts will be automatically transferred across along with your emails).

If your contacts are stored in Outlook, you can transfer them directly into Outlook 2003. Otherwise, you will need to use your existing email client to export your current contacts into a format recognised by Microsoft Outlook, and then use Outlook to import them.



1.1. Transferring existing Outlook Contacts to your Nexus account

If you were previously using Outlook to access your email, your contacts will not automatically appear within your new Nexus account.

Figure images/Outlook.png [The Contacts folder on Nexus is selected]

Use Outlook to connect to your Nexus account, and select your Contacts folder on Nexus: Figure 1, Outlook Contacts folder on Nexus. Please ensure you have selected the correct folder - this is not the same as the Contacts in Personal Folders folder which is stored locally. You can do this by going to your Outlook Folder List, as shown in the example above, or by going to Outlook Contacts.

Click [File/Import and Export] to open the Import and Export Wizard.

Figure images/OutlookWiz.png [The Import and Export Wizard gives a list of actions that you can perform.]

Choose Import from another program or file (see Figure 2, Outlook Import and Export Wizard) and click Next.

Figure images/OutlookWiz2.png [Shows a list of different types of file that can be imported.]

Choose Personal Folder File (.pst) and click Next.

Figure images/OutlookWiz3.png [This screen allows you to choose the file where your contacts are stored, and how to handle duplicates.]

On the next screen (Figure 4, Choose import options) you can choose which file to import. Normally Outlook will automatically find the file, which is usually stored in C:\Documents and Settings\username\Local Settings\Application Data\Microsoft\Outlook\Outlook.pst, where username is your Windows account name.

At this stage, you can also choose how to handle any duplicate entries. If you choose Replace duplicates with items imported, then everything from your external address book will be imported, and any contacts you have already created on Nexus will be overwritten if they also exist in your external address book. Allow duplicates to be created will add all the contacts from your external address book to your Nexus contacts, without overwriting anything on Nexus. You may end up with two copies of some contacts. Finally, if you want to keep your Nexus contacts but not to have any duplicates, you can choose Do not import duplicate items. Any entries in your external address book which also appear in your Nexus address book will be ignored. Click Next to continue.

Figure images/OutlookWiz4.png [Final options screen gives a list of folders from your existing Outlook account]

On the next screen, you need to select which folders you want to import from and to. Select the folder in your old Outlook account where your contacts are stored - normally Contacts under Personal Folders. If your contacts are organised into sub-folders, you may want to check the box marked Include subfolders. Finally, choose the destination folder. If you were viewing your Nexus contacts folder when you started the Import and Export Wizard, you can choose Import items into the current folder. Otherwise, select Import items into the same folder in: and select your Nexus mailbox as shown in Figure 5, Choose folder to import. Click Finish to start the import.

Figure images/OutlookProgress.png [Outlook shows an animated progress indicator while it imports your contacts]

If you have a large number of contacts, this may take a few minutes. You will see a progress indicator (Figure 6, Progress indicator) while the import is under way.



1.2. Importing Contacts from other email clients

Most email clients will allow you to export contacts by clicking [File/Export...] or [Tools/Export...] or similar. The process differs between applications but most clients offer one of the above file types. Instructions for exporting your address book are available for some clients: Export Contacts. Make a note of the name and location of the exported file - you will need it later!

Once you have exported your contacts to a file, use Microsoft Outlook 2003 to connect to your Nexus account.

Figure images/ImportWizard1.png [Shows import/export options in Microsoft Outlook]

In Outlook, choose [File/Import and Export] to start the Import and Export Wizard (see Figure 7, Import and Export Wizard). Choose Import from another program or file and click Next.

Figure images/ImportFileType.png [A list of supported file types is shown]

Choose the type of file that you have exported your address book to, and click Next.

Figure images/ImportDuplicates2.png [The screen where you choose the file to import from. Type in the path or click Browse to navigate to the file. There are also options relating to duplicate entries]

Click Browse... to open the file navigation window (see Figure 10, Navigate to the saved file).

Figure images/Import2.png [Shows an example .csv file stored in My Documents]

Navigate to the exported file, in the location you noted earlier. Select the file and click OK to return to the previous screen. You will now see the path and filename listed in the File to import box (Figure 11, Handling of duplicate entries).

Figure images/Import3.png [Full path to address book file is now shown, along with options for handling duplicate entries]

At this stage you need to decide how to handle duplicated entries. If you choose Replace duplicates with items imported, then everything from your external address book will be imported, and any contacts you have already created on Nexus will be overwritten if they also exist in your external address book. Allow duplicates to be created will add all the contacts from your external address book to your Nexus contacts, without overwriting anything on Nexus. You may end up with two copies of some contacts. Finally, if you want to keep your Nexus contacts but not to have any duplicates, you can choose Do not import duplicate items. Any entries in your external address book which also appear in your Nexus address book will be ignored. Click Next to go to the next screen.

Figure images/Import4.png [Shows your mailbox structure - a list of all the available folders. Choose Contacts within your main mailbox]

The next step is to choose a destination folder for your new contacts. Normally this would be your main Contacts folder (see Figure 12, Choose destination folder). However, you might wish to import into a sub-folder of your contacts, or perhaps into a different folder altogether. Please note, there is also folder called Contacts within your Personal Folders. This folder is stored locally rather than on the Nexus servers, which means you will only be able to access the contacts from the computer you are using to import them.

Select your destination folder and click Next.

Figure images/Import5.png [Confirmation screen showing the name of the file to import, and the destination folder.]

Finally, check the details (e.g. Figure 13, Confirm import) and click Finish to complete the import. If you are importing a large file, or have a slow internet connection, this may take some time, but you will see a progress indicator (Figure 14, Progress indicator).

Figure images/ImportProgress.png [Outlook displays a progress screen while it imports your contacts]



2. Where next?

Now that you have seen how to get you contacts into Outlook 2003 you may like to have a look at some other Nexus features:

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.