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Importing users from a mail client address book

Admin

Introduction

The simplest way to add all your colleagues to the portal is to import the contact information stored in the address book of your mail client.

To do that just read this guide and follow the instructions step by step.

Step 1. Export data from a mail client to CSV file

Open your MS Outlook Express.

Go to the File section of the main menu and select Export >> Address Book.... Then follow the wizard instructions to export your contacts to a .csv file:

How to add users using the contact information from a mail client address book? Step 1 How to add users using the contact information from a mail client address book? Step 1

  • in the Address Book Export Tool window select the Text File (Comma Separated Values) option and click the Export button,

  • set the resulting file name and its location and click the Next button,

  • check the fields you need to export: First Name, Last Name and Email Address,

  • finally, click the Finish button to start exporting.

How to add users using the contact information from a mail client address book? Step 1 How to add users using the contact information from a mail client address book? Step 1

Your contact information will be exported in the CSV format to the location you selected.

Step 2. Access the People

Enter your portal and click the People link.

How to add users using the contact information from a mail client address book? Step 2 How to add users using the contact information from a mail client address book? Step 2

In case you have already logged in to the portal and been using it for some time, to access the People module, open the drop-down list in the top left corner of the page and select the corresponding option.

Step 3. Load the created CSV file to the portal

Click the button next to the Create button in the upper left corner and select the Import People option or use the Import People button at the left side panel. The Add users to the portal wizard opens.

Select the From File option. The File Upload window opens. Browse your hard disk drive for the created .csv file and click the Open button.

How to add users using the contact information from a mail client address book? Step 3 How to add users using the contact information from a mail client address book? Step 3

The file will be loaded. If you want to replace it, use the Select another source link.

Step 4. Verify the .csv file data

In the Add users to the portal wizard, verify the .csv file settings and set up compliance between the .csv file fields and the fields on the portal which are required to add a user.

For proper importing you can change the loaded .csv file settings:

  • Encoding - Specify the encoding type used while saving your .csv file. The default type is UTF-8.
  • Delimiter - Use this drop-down list to select the character used to separate values in your .csv file. The default delimiter is Comma.
  • Text Delimiter - Use this drop-down list to specify the character used to enclose the fields in your .csv file.

If your .csv file has a header row with the field/column names, check the The names of fields in first line box - the field names will be displayed in the Fields in file section.

How to add users using the contact information from a CSV file? Step 4 How to add users using the contact information from a CSV file? Step 4

Below you can set up compliance between the .csv file fields and the fields on the portal.

  • Fields in file - a row of your .csv file containing the column/field names.
  • Example values - the available file column values. To refresh values use the Refresh values icon.
  • Fields on the portal - the portal fields corresponding to the field/column names from your file.

    If the field names in the loaded .csv file comply with the obligatory fields which are necessary to import users to the portal (First Name, Last Name and Email), they will be automatically selected in the Fields on the portal section. You can also set up compliance manually selecting the necessary value from the list.

When everything is done click the Go to contact list button below to proceed to the next step.

Step 5. Manage the contacts and start importing

All the available contact information will be displayed within the Add users to the portal wizard.

Check the list. Specify the user first and last name if absent.

To delete the user from the list use the Delete icon - recycle bin icon which appears to the right when you point at the user.

If you wish to add these users as guests check the corresponding Add users as guests box below the user list. To learn more about the user/guest rights on the portal refer to this section.

How to add users using the contact information from a mail client address book? Step 4 How to add users using the contact information from a mail client address book? Step 4

When everything is done click the Add to portal button to start adding.

The selected users will be added to the portal right away and will receive an email notification with a link to your portal.

If you need to add a newcomer to your portal and have access to his detailed information make use of the Create New User option.

How to add users using the contact information from a mail client address book
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