Import Personal Address Books (Contacts) to Outlook from GroupWise

Transcription

1 Import Personal Address Books (Contacts) to Outlook from GroupWise There are four main sets of steps involved in the process of exporting address books (contacts) from GroupWise into Outlook: 1. Export Contacts from GroupWise 2. Create a new Contact Folder in Outlook 3. Import Contacts into Outlook 4. Recreate any Contact Groups that you had in Outlook that you had in GroupWise (as applicable) ***Notes: Outlook may ask to install add-ins throughout this process, Allow them to install as needed, by clicking OK You need to have GroupWise 8 installed in order to be able export Contacts If the Address Book only has a few contacts it may be easier if you just create a new contact folder (See below: Create a new Contact Folder in Outlook) and just add those contacts manually to a Group. GroupWise will not export any Groups that you have in an Address Book. You will need to drag those Contacts out of the Group into a New Address Book in GroupWise and then export that newly created Address Book over and recreate the Groups in Outlook after importing them in (this process is included below). Export Contacts from GroupWise 1. Open GroupWise Check your Address Book to see if you have any Contact Groups in that Address Book if you do continue on to step #3, if you do not jump to step # 9 below. 3. Click on Address Book at the top left 4. Click on File, then New Book 5. Name the New Book Contacts from Contact Groups 6. Now click on the + sign to the left of the Address Book that contains the Group(s). You will now see all the Groups that are in this Address Book below.

2 7. Click on the Group and select all (CTRL + A on your keyboard) the Contacts in that Group and drag them over the book you just created Contacts from Contact Groups. Repeat this step for all remaining groups in all Address Books that you would like to export. 8. Now you have created an Address Book with all of the contacts that were in Contact Groups. Close the Address Book and click on Mailbox and continue onto Step #9. 9. Right click on the Address book that you would like to Export under Frequent Contacts.

3 10. A Save Dialog Box will open type in the name of the Address Book and save as.csv file to the Desktop. 11. Now you have exported that specific Address Book from GroupWise Create a new Contact Folder in Outlook 1. Open Outlook 2010 a. Must have Office 2010 installed i. Directions on how to install Office 2010: 2. Click on the Contacts pane in the bottom left of the screen 3. Right Click on Contacts, then select New Folder

4 4. Name the new folder the same name as the Address Book you exported from GroupWise. Then click on Contacts and then OK 5. There will now be a contacts folder called xxxx (xxxx stands for the name of the folder you just created in step #4 above) Import Contacts into Outlook Open Outlook 2010 a. Must have Office 2010 installed i. Directions on how to install Office 2010: 2. Click on the File tab 3. Click on Open 4. Click on Import

5 5. Click on Import from another program or file, and then click Next. If asked to Install an Add-in for Outlook, Click Yes.

6 6. Under Select the file type to import, click the file type of file you want to import, and then click Next. If asked to Install an Add-in for Outlook, Click Yes. 7. Click on Browse

7 8. Locate the.csv (should have been saved in the Desktop folder) you exported from GroupWise in Step #4 above in the section labeled Export Contacts from GroupWise and click on OK. Then click on Next Now, you will import these contacts into the new contact folder you created above in step #4 of the Create a new Contact Folder in Outlook section. Click on the folder that you created in step #4 above then click on Next

8 10. Click on Map Custom Fields, this will allow you to change how the contact information shows up in your Outlook Contacts (i.e. If you would like to include a user s office phone in the contact information map that field to the Business Phone, etc). Lastly, click on Finish 11. Now that Address has been imported into Outlook. 12. Now you can send to these contacts via the Outlook Address Book 13. Notice this pulls in one GroupWise Address Book at a time, if you have more than one you will need to complete this process for each Address.

9 Recreate any Contact Groups that you had in Outlook that you had in GroupWise (as applicable) 1. To Create a new contact group click on New Items then click on More Items then lastly on Contact Group 2. Within the Contact Group, click on Add Members, then click on From Address Book. This will open a window where you can add members to this group.

10 3. Choose the Address Book that contains the members of the Contact Group that you would like to create and then add those members in by double clicking on each one. When you have added all members the Contact Group click on OK. 4. Members will now be loaded into your new Group. In Name box give the group a new (i.e. dist-its). The name that you give to this group will be the way that you send to this group. Lastly, click on Save & Close. 5. Congratulations!!! Your group has now been imported into Outlook.

11 Now if you would like to make these new Contacts available in the Address Book follow this tutorial (contains only 5 steps):