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).

Some programs will allow you to import your contacts into Outlook while others require you 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. Choose the program you have used before from the list below:

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.

The Contacts folder on Nexus is selected
Figure 1. Outlook Contacts folder on Nexus

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.

The Import and Export Wizard gives a list of actions that you can
                            perform.
Figure 2. Outlook Import and Export Wizard

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

Shows a list of different types of file that can be
                            imported.
Figure 3. Choose file type

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

This screen allows you to choose the file where your contacts are
                            stored, and how to handle duplicates.
Figure 4. Choose import options

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.

Final options screen gives a list of folders from your existing
                            Outlook account
Figure 5. Choose folder to import

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.

Outlook shows an animated progress indicator while it imports your
                            contacts
Figure 6. Progress indicator

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 Outlook Express, Windows Mail, or Eudora Address book

This section describes how to use Microsoft Outlook 2007 to copy your existing address book onto the University system, Nexus. It applies to users of Outlook Express, Windows Mail, and Eudora only.

Import/Export options in Microsoft Outlook
Figure 7. Import from Eudora or Outlook Express

In Outlook, choose [File/Import and Export] to start the Import and Export Wizard (see Figure 7, Import from Eudora or Outlook Express), choose Import Internet Mail and Addresses and click Next.

Shows the Outlook Import Tool screen where you can choose between
                            Outlook Express (versions 4.x, 5.x, or 6.x or Windows Mail) and Eudora
                            (Pro or Light, versions 2.x, 3.x, 4.x).
Figure 8. Import addresses from Eudora or Outlook Express

Choose Outlook Express or Eudora. Please note that at the time of writing (May '09), Outlook 2007 is not able to import addresses from Eudora version 6.x or 7.x. Uncheck the Import Mail option to only import your address book (see Figure 8, Import addresses from Eudora or Outlook Express). Click Next.

Import options screen allows you to choose whether to keep two
                            copies of contacts who already exist on Nexus, whether to keep the
                            existing one, or import the one from your external address
                            book.
Figure 9. Choose how to handle duplicate contacts

On the next screen (Figure 9, Choose how to handle duplicate contacts) you can 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 Finish to start the import.

The Import Summary window shows how many contacts and distribution
                            lists were imported, and how many there were in total in your external
                            address book. These numbers may differ due to duplicates.
Figure 10. Summary of imported contacts

If you have a large number of contacts, this can take a minute or two to complete, but you should see a progress indicator. Once the import is finished, Outlook tells you how many contacts and/or distribution lists were imported (e.g. Figure 10, Summary of imported contacts). You can choose to save this as a message in your inbox, or just click OK to complete the process.

1.3. Importing Contacts from other email clients using Outlook 2007

This section describes how to use Microsoft Outlook 2007 to copy your existing address book onto the University system, Nexus.

Outlook 2007 recognises several different formats for contacts:

  • ACT! 3.x, 4.x, 2000 Contact Manager for Windows
  • Comma-separated values (.csv)
  • Lotus Organiser 4.x, 5.x
  • Microsoft Access 97-2003
  • Microsoft Excel 97-2003
  • Windows Mail
  • Personal Address book
  • Personal Folder file (.pst)
  • Tab-separated values
  • Outlook Express 4.x, 5.x, 6.x
  • Eudora (Pro and Light) 2.x, 3.x, 4.x

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 2007 to connect to your Nexus account.

Shows import/export options in Microsoft Outlook
Figure 11. Import and Export Wizard

In Outlook 2007, choose [File/Import and Export] to start the Import and Export Wizard (see Figure 11, Import and Export Wizard). Unless you want to import addresses from Outlook Express or Eudora, choose Import from another program or file and click Next. If you want to import your address book from Outlook Express or Eudora, please see 1.2. Importing Outlook Express, Windows Mail, or Eudora Address book.

A list of supported file types is shown
Figure 12. Choose file type

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

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
Figure 13. Select file and options

Click Browse... to open the file navigation window (see Figure 14, Navigate to the saved file).

Shows an example .csv file stored in My Documents
Figure 14. Navigate to the saved file

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 15, Handling of duplicate entries).

Full path to address book file is now shown, along with options
                                for handling duplicate entries
Figure 15. Handling of 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.

Shows your mailbox structure - a list of all the available
                                folders. Choose Contacts within your main mailbox
Figure 16. Choose destination folder

The next step is to choose a destination folder for your new contacts. Normally this would be your main Contacts folder (see Figure 16, 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.

Confirmation screen showing the name of the file to import, and
                                the destination folder.
Figure 17. Confirm import

Finally, check the details (e.g. Figure 17, 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 18, Progress indicator).

Outlook displays a progress screen while it imports your
                                contacts
Figure 18. Progress indicator

If you have any problems using Nexus with Outlook 2007, 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.

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