Contacts

Import Personal Contacts - how to import your personal contacts using a variety of mail systems.

Procedure

Outlook Web Access (OWA)

  1. Go to http://myoffice.uwo.ca and login
  2. Click "People"
  3. Click the Settings icon in the top right corner and click Options
  4. Click Import Contact on the left
  5. Click "Outlook 2010, 2013, or 2016"
  6. Click the Browse button and locate the .csv file containing your contacts from before you were migrated
  7. Click the Upload button

Outlook 2013 - PST

  1. Go to Address Book
  2. Click File
  3. Click Open & Export
  4. Click Import/Export
  5. Click "Import from another program or file"
  6. Click Outlook Data File (.pst)
  7. Browse to your saved .pst file containing your contacts, click Next
  8. Click Finish

Backup Personal Contacts - how to backup your personal contacts using a variety of mail systems.

Procedure

Convergence Webmail

  1. Go to http://mail.uwo.ca
  2. Click "Convergence Webmail" and login
  3. Select Address Book tab
  4. Click on the Import/Export icon (Figure 1)

Import/Export Button

Fig. 1

  1. Choose "Microsoft Outlook CSV" from the drop down menu
  2. Select Export
  3. From the File Download select Save
  4. Make note of the file name and location
  5. Select Save | Close

Outlook 2013 - CSV

1. Select File | Open & Export | Import/Export (Figure 1)

Outlook Import or Export

Fig. 1
2. Select Export to a file and click Next.

outlook-open-export2.png

Fig. 2
3. Select Comma Separated Values and click Next.

Outlook 2016 Ekport to CSV

Fig. 3
4. Under the Outlook Data File - Select your Contacts folder and click Next.

Outlook 2016 Contacts
Fig. 4
5. Enter the filename in the Save exported file as: field and click Next.
6. You will then see a window explaining that your Contacts will be exported. 
7. Click Finish. 

Your CSV file has now been created

Outlook 2013 - PST

1. Select File | Open & Export | Import/Export

Outlook Import or Export

Fig. 1
2. Select Export to a file and click Next.

outlook-open-export2.png

Fig. 2

3. Select Outlook Data File (.pst) and click Next.

outlook-open-export3.png

Fig. 3

4. Select your Contacts folder and click Next.
5. Enter the filename in the Save exported file as: field and click Next.
6. Enter a password for your PST file if desired, click OK
Your .pst file has now been created

Outlook 2010

  1. Select File | Open | Import
  2. Select Export to a file and click Next.
  3. Select Comma Separated Values (Windows) and click Next.
  4. Select your Contacts folder and click Next.
  5. Enter the filename in the Save exported file as: field and click Next.
  6. You will then see a window explaining that your Contacts will exported.
  7. Click Finish. Your CSV file has now been created.

Outlook 2007

  1. Open your Address Book and go to "File" and click "Import and Export"
  2. Select "Export to a file" and click "Next"
  3. Select "Comma Separated Values (Windows)" and click "Next"
  4. Make sure "Contacts" is selected and click "Next"
  5. Select a name and location to save your address book to. It is important to remember where you save it.
  6. When you are ready, click "Next"
  7. Review the list of actions to be performed (there should usually be one action) and click "Finish" when you are ready.

Outlook Express

  1. Open your address book and go to "File", "Export", and click "Address Book"
  2. Select "Text File (Comma Separated Values)" and click "Export"
  3. Select a name and location to save your book to
    *It is important to remember where you save it.
  4. When you are ready, click "Next"
  5. Check off the fields you wish to export. When you are ready, click "Finish"

Mozilla Thunderbird

Note: If you have multiple address books, you will need to repeat the following steps for each one.

  1. Open your address book
  2. Select the address book you wish to export (e.g. "Personal Address Book" or "Collected Addresses"), and select all the entries in the address book.
  3. Click on "Tools" and click on "Export"
  4. Type a name for your address book. It is important to remember where you save it.
  5. In the "Save as Type" box select the value "Comma Separated Value (*.csv)". 
  6. When you are ready, click "Save"
  7. Open the .csv file you created and rename the "Primary Email" field to "E-mail Address"
  8. Click Save
  9. Repeat steps 2-8 for each address book you wish to export.

Mac Mail

  1. Open the Mac Address Book and go to "File" and click "Export"
  2. Select "Address Book Archive"
  3. Type a file name in the "Save As" field
  4. Remember where you save the file and click "Save"

Import Autocomplete Data - how to import autocomplete data.

Procedure

Outlook 2010/2013

After setting mail up via Exchange in Outlook 2010/2013, go to Mail and send yourself an email

  1. Open Windows Explorer
  2. Paste C:\Users\%username%\AppData\Local\Microsoft\Outlook\RoamCache in the address bar at the top, hit Enter
  3. Find the file starting with Stream_Autocomplete_0_
  4. Right click the file and click "Rename"
  5. Highlight and Copy the long string of letters and numbers
  6. Find the Stream_Autocomplete_0_ file you saved previously. Right click it and click Rename
  7. Paste the new string of letters and numbers overtop the existing ones (so the file have the same names)
  8. Copy the file from your Desktop, Paste it into the \RoamCache folder
  9. When prompted, select Copy & Replace

Outlook 2007

When upgrading from Outlook 2007 to 2010 or 2013, your autocomplete data is migrated automatically. If you plan to continue using Outlook 2007, follow the directions below to import your autocomplete data.

After creating a new mail profile and setting up your Account, click Start -> Control Panel

  1. Click on Mail
  2. Click Show Profiles and record your Profile Name
  3. Find the NK2 file you saved previously. Rename it to match your profile name
  4. Open Windows Explorer and paste C:\Users\%username%\AppData\Roaming\Microsoft\Outlook in the address bar at the top
  5. Copy and Paste the renamed NK2 file from your desktop into the folder you just opened
  6. Close Outlook
  7. Click Start, type outlook.exe/importnk2 and press Enter
  8. Outlook should now start up and should begin importing your autocomplete data

Backup Autocomplete Data - how to backup autocomplete data.

Procedure

Outlook 2010/2013

Saving the Autocomplete Data

  1. Open Windows Explorer
  2. Paste C:\Users\%username%\AppData\Local\Microsoft\Outlook\RoamCache in the address bar at the top, hit Enter
  3. Find the file starting with Stream_Autocomplete_0_
  4. Right click and Copy it
  5. Go to your Desktop and Paste the file

Outlook 2007

When upgrading from Outlook 2007 to 2010 or 2013, your autocomplete data is migrated automatically.  If you plan on continue using Outlook 2007, follow the directions below to back up your autocomplete data.

Saving the NK2 file

  1. Open Windows Explorer and paste C:\Users\%username%\AppData\Roaming\Microsoft\Outlook in the address bar at the top
  2. Find the file ending in .nk2 (usually called outlook.nk2)
  3. Copy and Paste this file onto your desktop

Using Western Directory - explains how to efficiently use the Western Directory.

Procedure

Information available in Western Directory

  • Name
  • Email
  • Department (under the "Organization" heading)
  • Phone number and extension (under the "Phone Number" heading)
  • Building and room number (under the "City" heading)

NOTE: The Address Book only shows the primary department, phone and location, even if a person has multiple assignments. To view a person's full information including all their roles, use the web page search at http://www.uwo.ca/westerndir/index-people.html.

Add the Western Directory to Outlook 2010/2013

  1. Click File --> Account Settings
  2. Click the Address Books tab
  3. Click New
  4. Select Internet Directory Service (LDAP) and click Next
  5. Enter directory.uwo.ca in the Server Name field and click More Settings
  6. Click on the Search tab
  7. Select Custom and enter dc=uwo,dc=ca in the Search Base field
  8. Check Enable Browsing (requires server support)
  9. Click Apply, then click Next and Finish
  10. Restart Outlook and the directory will appear in Address Books

Add the Western Directory to Outlook 2007

  1. Select Accounts from the Tools menu.
  2. Click Add in the Internet Accounts window.
  3. Select Directory Service from the Add menu.
  4. Type directory.uwo.ca in the Internet directory field, then click Next.
  5. Select Yes in the Check Email addresses window, then click Next.
  6. Click Finish.

This will bring you back to the Internet accounts window.

  1. Highlight directory.uwo.ca, and click Properties.
  2. Type Western Directory in the Directory Service Account field on the General Tab.
  3. Click the Advanced Tab
  4. Type dc=uwo,dc=ca in the Search Base field.
  5. Click OK

If you already have Western Faculty/Staff Directory configured in Outlook

If you already have an entry for UWO Faculty/Staff Directory (the pilot directory since 1998), you can edit this entry to use the new Western Directory as follows:

  1. Select Accounts from the Tools menu. (The entry for UWO Faculty/Staff Directory should appear in the list)
  2. Click on UWO Faculty/Staff Directory and click properties
  3. Change the Description box to say Western Directory instead of UWO Faculty/Staff Directory
  4. Select the Advanced tab.
  5. Change the Search base to dc=uwo,dc=ca instead of o=uwo,c=ca
  6. Leave the rest of the information as it is

Using the Address Book in the New message window

  1. When in the New message window, enter the name you wish to search for in the To: or Cc: field.
  2. Then select Check Names from the Tools menu. This can also be accomplished by pressing Ctrl+K
  3. If there is only one match it will replace the To: field with the persons full name, however if there are multiple matches it will bring up a window where you can select the proper person.

Accessing the Address Book anywhere in Outlook

  1. Select Address Book from the Tools menu.
  2. Click the Find People button.
  3. Select the Western Directory from the list of Directories
  4. Enter the name you are searching for in the Name box.
  5. Click the Find Now button.
  6. It will open a window that shows all names that match your criteria.

Web page interface to the Directory

You can also perform more sophisticated searches and get much more information by using the web interface to the Western Directory, available at URL http://www.uwo.ca/westerndir/. Searches can be made by name or unit.


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