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Contacts/address books with Entourage

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 IT Services Help Centre.
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.

You can share your contacts with other Nexus users.

1. Import contacts

When you first start using Nexus, you will probably want to transfer your Address book or Contacts from a different email system.

Entourage can import contact files which are stored as comma-separated values (.csv), or tab-separated values. In order to do this, you will need to export your contacts from your current mail program.

Open Entourage and connect to your Nexus account (for configuration instructions, please go to the Set-up section). From the Entourage menu, click [File/Import...].

Begin Import
Figure 1. Begin Import

Select Contacts or messages from a text file and click the right-arrow to continue.

Choose type of file
Figure 2. Choose type of file

Choose Import contacts from a tab- or comma-delimited text file and click the right-arrow.

Browse for the saved file
Figure 3. Browse for the saved file

Browse to your saved file and click Import to open the contacts file.

Check field mapping
Figure 4. Check field mapping

You now have the opportunity to check that Entourage has correctly interpreted the fields in your saved contacts list. Any fields appearing in the right-hand list, Unmapped fields, will not be imported correctly, appearing as Notes attached to each contact. If these fields correspond to fields in the Entourage list on the left (Mapped fields) then you can drag and drop them into the correct positions to map the fields. Once you are satisfied, click Import to start the import.

Import Complete
Figure 5. Import Complete

Entourage will now perform the import. If you have a large number of contacts, this may take a while. Once it is finished, click Finish to close the Import Wizard.

2. Sharing your contacts

Share your contacts folder
Figure 6. Share your contacts folder

To share contacts through Entourage, Control-click on the Contacts folder and choose Sharing.

Sharing settings
Figure 7. Sharing settings

Click Add User... to open the Select User screen:

Choose user to share with
Figure 8. Choose user to share with

Type in a part of the person's name and then click Find. Entourage will give a list of suggestions, choose the one you want to share with and click OK.

Edit permissions for the new sharer
Figure 9. Edit permissions for the new sharer

The person you chose will now appear in the list of special permissions. By default, new additions are given a permission level of None, which does not allow them to view or change anything.

Give read-access
Figure 10. Give read-access

To allow them to view your contacts, change their permission level from None to Reviewer. This gives them the ability to see your contacts folder (and sub-folders), and to look at/use the contacts stored there. It does not allow them to edit or delete your contacts, or to add extra contacts or subfolders. If you want, you can tick or untick boxes on this screen to specify exactly which actions you want to permit.

Once you have finished, click OK to save and close the screen.

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.

Select [File/New/Folder...] from the Entourage menu.

Create New Folder
Figure 11. Create New Folder

Enter a name for the new folder, e.g. Unshared contacts has been used in Figure 11, Create New Folder. Choose Address Book as the Type, and select a parent folder from the list given. You will probably want to choose the top-level folder, so that the new folder appears in the main list alongside your Inbox, Contacts etc. The name of this folder depends on what you entered when you set up your account, in the example above it is Nexus. Click OK to create the folder.

The sharing permissions for the new folder are inherited from the parent folder, but can be modified independently. If you made the new folder a sub-folder of your main Contacts, then you will need to change the permissions as described in 2.2. Revoking sharing permissions, if you do not want the contents to be shared.

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. In Entourage, you do this in exactly the same way as in 2. Sharing your contacts above, by Control-clicking on the folder name and choosing Sharing. Then select the user whose permissions you want to modify, and either remove specific privileges by using the checkboxes, or remove them altogether by clicking the Remove button.

2.3. Viewing someone else's contacts on Nexus

To view contacts that have been shared by another user, choose [File/Open Other User's Folder...] on the Entourage menu.

Open Other User's Folder
Figure 12. Open Other User's Folder

Click on the Find User icon next to the User input box to choose from the Global Address Book.

Select User
Figure 13. Select User

Type in all or part of the name of the person who has shared their contacts with you, and click Find to search. In the resulting list, click on the correct name and then click OK to continue.

Choose the type of folder that you want to view, in this case Address Book, and click OK to finish.

3. Where next?

Now that you have found out how to use contacts and address books with Entourage you may like to have a look at further information on Entourage:


Service area: 

Written by IT Services. Latest revision 6 December 2017