IT Services



Nexus contacts using Address Book on Snow Leopard


Contents

Address Book is the calendaring application preinstalled on every Mac computer as part of Mac OS X. The version of Mac OS X that was released in September 2009, Mac OS version 10.6 also known as Snow Leopard, provides inbuilt support for connecting to Exchange servers. As a result Snow Leopard users are able to use the Oxford Nexus email, shared calendaring and address book facilities from your Mac via the inbuilt applications. So, Mac users who are running Snow Leopard can use Nexus contacts via Address Book on their Mac.

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 have already configured Mail or iCal to use Nexus the chances are that your Address Book application has already been set up for you to use with Nexus. That is because when you add an Exchange account to Mail or iCal the default behaviour is to also set up the other components that make up the suite of programs that can be used with Exchange at the same time. This can be seen in the Account Summary screen that you get, for example, when configuring Mail (note the "Also set up:" check boxes):

Figure images/macmail-welcome-2.png [Account Summary screen listing account details]

However, if you need to configure Address Book to connect to Nexus manually follow the instructions below.



1. Configuring Address Book to connect to Nexus

To configure Address Book to connect to Nexus, open the programme, either from the dock or by finding it in the Applications folder. If this is the first time you have opened Address Book, the Setup Assistant will start automatically.

Otherwise, you can add a new accounts by clicking on the [Preferences] from the Address Book menu, and then clicking the Accounts button on the Accounts window that appears.

Figure images/addressbook-add-account.png [Adding a new account to Address Book]

Click the + at the bottom of the screen to start the process of adding a new account. You will then be taken to a screen that is identical to the initial setup assistant. You need to select [Exchange 2007] from the Account type drop down menu. The screen then prompts you for your Full Name, Email address and Password. The Password you need to enter here is your Single Sign-On password.

Figure images/addressbook-welcome-1.png [First screen to add an account prompting for name, email address, and password after selecting Exchange 2007 account]

Once you have entered your details, click Create.

Once you have supplied this information Address Book will be able to find all the details it needs from the Nexus AutoDiscovery server and the next screen you should see will be an Account Summary screen that confirms the account details.

Figure images/addressbook-welcome-2.png [Account Summary screen listing account details]

When you click Create, the account will be created on your Mac and you will be returned to the Accounts screen where the details of the newly created account are displayed.

Figure images/addressbook-completed-account.png [Account screen showing details of newly created account]

You can now simply close this window using the red button in the top left window corner. The new account now appears in the left hand pane of Address Book.

Figure images/addressbook-nexus-account.png [Main Address Book window showing new Nexus account]

You are now ready to use the Nexus contacts with Address Book. Snow Leopard's inbuilt support for Exchange means that you can also use Mail for your Nexus email and iCal for your Nexus calendaring.



2. Searching the Global Address List on Nexus

Most applications that are configured to talk to the Nexus Exchange server will search the Global Address List (GAL) in order to autocomplete or offer a lits of matches when you type in part of a name to an address field. If you want to search the GAL to find out the full information held for a particular person then the easiest way to do that is via your Address Book application.

Open Address Book and select your Nexus account from the list of groups in the left hand pane. Take care to select the group that is shown with an icon that is a blue book with an i on the cover. This is the University-wide GAL whereas you will see another group with your Nexus account name preceded by a brown book icon with an @ symbol on the cover. This is not the GAL, this is your personal address book stored on the Nexus server. You will know that you have selected the correct group when you see the text Search [your Nexus account name] Global Address List appear in the right most pane.

Figure images/addressbook-gal.png [Main Address Book window showing Nexus Global Address List selected]

To search within the GAL simply type the text you wish to search on into the search box in the top right hand corner of the Address Book window. As you type a list of possible matches will the appear in the "Name" panel of the Address Book window.

Figure images/addressbook-searching-gal.png [Main Address Book window showing a search of the Nexus Global Address List]

To see the full details for any of the possible matches simply click on the one you want to see within the "Name" panel.

Figure images/addressbook-selected-gal.png [Main Address Book window showing a match from a search of the Nexus Global Address List selected]

Subsequent searches can be performed by typing new text in the search box.



3. Using personal contact lists on Nexus

In the section on searching the GAL we mentioned that when you open Address Book and select your Nexus account from the list of groups in the left hand pane you will see two groups listed with your Nexus name. The group that is shown with an icon that is a blue book with an i on the cover is the University-wide GAL whilst the group with your Nexus account name preceded by a brown book icon with an @ symbol on the cover is your personal address book stored on the Nexus server. To check that you have selected the correct group take note of the text that appears in the right most pane: if you see the text Search [your Nexus account name] Global Address List then you have selected the University-wide GAL, if you see the text No Card Selected then you are in your personal address book on the Nexus server.

You can create and manage personal contact lists on Nexus in exactly the same way that you have always created and managed your locally stored contact lists in Address Book. The only difference is that if you store your personal contact lists in Address Book on Nexus they will be available to you however you are accessing Nexus. For example, if you are away from your computer and are consequently accessing Nexus via OWA (the web interface) you would still have access to the personal contact lists that you have created in Address Book under your Nexus account.

To illustrate this the figure below shows that we have created a contact in Address Book, in this case the contact is called Test Contact:

Figure images/addressbook-test-contact.png [Address Book showing contact created in personal contact list within Nexus account]

This figure shows that when we now login to Nexus via OWA and select the Contacts view we can see the newly created Test Contact (shown here as Contact, Test) within the OWA interface:

Figure images/owa-test-contact.png [OWA interface showing contact created using Address Book]

In summary, unless you specifically want a personal contact list to be only visible on your computer it makes sense to store them on the Nexus server so that they are available to you however you are accessing Nexus.



4. Where next?

Now that you have seen how to use Nexus contacts with Address Book 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 Help Centre for further assistance.