IT Services



Nexus contacts/address book using Outlook 2007


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.

If you already have an addressbook/contacts list, you can import it into Outlook 2007 by following the instructions in this guide (if you were using Outlook 2007 with Herald, your contacts should be automatically transferred during the migration). This guide also described how you can share your contacts with other Nexus users.



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.

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 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.

Figure images/ImportEudora.png [Import/Export options in Microsoft Outlook]

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.

Figure images/ImportEudora1.png [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).]

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.

Figure images/ImportDuplicates.png [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.]

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.

Figure images/ImportSummary.png [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.]

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:

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.

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

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.

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 14, Navigate to the saved file).

Figure images/import2b.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 15, Handling of duplicate entries).

Figure images/import3b.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 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.

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 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).

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

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.



2. Sharing contacts

Nexus allows you to share your Contacts with other University members of your choice. This makes it easier for people to work collaboratively, by giving everyone access to each others' information. You can only share contacts which are stored on the Nexus servers, so if you have contacts stored locally (in Personal Folders, or elsewhere) you will need to move them into your main Contacts folder within your Nexus Mailbox. You can do this by dragging and dropping them onto the Contacts folder. You can only share contacts with people who are also using Nexus.

Figure images/OutlookContacts.png [Shows the Contacts view in Outlook and the link on the left to share contacts.]

To share contacts through Outlook, go to the Contacts view (Figure 19, Outlook Contacts View) and click Share My Contacts folder....

Figure images/ShareMessage.png [An example Sharing Request, allowing recipients to view contacts and asking them to share their own contacts.]

This opens up a Sharing Request, which is similar to an email message. Enter the addresses of the people you want to share your contacts with as the message recipients. You can also use a distribution list as in the example (Figure 20, Sharing Request). Select the appropriate checkboxes to share your contacts, or to request that the recipient(s) share their contacts with you. If you select Allow recipient to view your Contacts folder, your Contacts folder will be immediately visible to all the recipients, whether or not they agree to share their contacts with you.



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.

Figure images/NewFolder.png [Clicking on the small arrow on the "New" button gives a drop-down menu where you can choose "Folder"]

To keep some contacts private whilst sharing your main contacts list, you will need to create an extra contacts folder, within your Nexus mailbox. Do this by clicking the small down-arrow on the New button, and choosing Folder (see Figure 21, Create new folder).

Figure images/NewFolder2.png [The "Create New Folder" screen where you can choose a name, type, and location for your new folder.]

Enter a name for your new contacts folder (in Figure 22, Create new folder screen, this is Unshared Contacts). In the Folder Contains field, choose Contact Items. This tells Outlook to treat the folder as a contacts folder, so it will appear in your Contacts view rather than your Mail view. Finally, choose a parent folder. Subfolders of your main Contacts folder are also shared, so choose your Nexus Mailbox as the parent folder if you want the folder to be private. Click OK to create the folder.

Figure images/UnsharedContacts.png [Shows the Contacts view with an extra folder of unshared contacts.]

You should now see an extra folder within your Contacts view. Any items stored here (e.g. see Figure 23, Unshared contacts) are stored on the Nexus server, so you can access them from anywhere, but they are not shared with anyone.



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.

Figure images/ContactsProperties.png [Shows a list of users who you have allowed to access your contacts. You can add and remove users or change advanced options here.]

To edit permissions, right-click on your Contacts folder and choose Change Sharing Permissions... to open the Contacts Properties window (see Figure 24, Contacts Properties). From this screen, you can remove people by selecting them in the list of users, and then clicking Remove. You can also make changes to individual permissions, such as allowing someone to edit your contacts, by using the checkboxes. When you have finished, click OK to save your changes.



2.3. Viewing someone else's contacts on Nexus

When someone makes their Nexus contacts available to you, you will receive an email message to let you know:

Figure images/ShareInvite.png [An email message informing you that someone has invited you to share their contacts]

To view their contacts immediately, click on the Open this contacts folder button at the top of the message. You can view them at any time by going to the Contacts view:

Figure images/OpenShared.png [Shows the link in the Contacts view to Open Shared Contacts.]

Click Open Shared Contacts..., and then click Name.... Choose the owner of the shared contacts, either from the Global Address Book, or from your contacts, just as if you were going to send them an email. Then click OK.

Figure images/ChooseSharer.png [Shows the screen where you choose whose contacts to open, with someone's name filled in.]

Click OK to open that person's contacts. If you do not have permission, Outlook will offer to send them a sharing request.

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.



3. Where next?

Now that you know about contacts in Outlook 2007 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.