PCSC

Preparing Addresses for IMPORT/EXPORT from horde

Exporting from a desktop mail program
Exporting from a different Web-based mail program
Importing to Horde
Exporting from Horde

Exporting address information from a desktop mail program

Outlined below is information on how each of the popular mail programs will allow you to export your addresses into a tab-delimited (also called tab-separated) format, which you can then import into the Horde Address Book.

Step 1 -- In order to generate files that you can import into Horde, you will need to access the address data stored within your desktop mail program. Please note that, because it is best to avoid launching two mail programs simultaneously, you should open your mail program only if you are either *not* currently logged in to Horde, you are working off-line, or you have not provided a username and password to your desktop mail program.

Step 2 -- Follow the instructions below that correspond to the mail program you are planning to export the list from.

Netscape 7/Mozilla/Thunderbird
Outlook Express
Outlook
Eudora
SilkyMail
Pine

Netscape 7/Mozilla/Thunderbird:

NOTE: Very unfortunately, Horde has an import limit of ~50 names at a time. We'd suggest actually using 40 as your baseline, just to make sure you won't run into any problems. This means that, if you have more than 40 names in any of your address lists, you should consider making separate address lists/books within the mail client and move 40 names into each of them, so you can then export each one separately. Once you have done that, repeat the steps outlined below for each of those lists. (e.g. If you have 200 names in a list, you will want to break that into 5 lists called something like "export1", "export2", "export3", etc.) Once you've done that...

Within the mail client, open the Address Book and go to Tools->Export. In the window that appears, choose "Tab Delimited" as the file type and call it something like "addressesTAB". Save that file to the Desktop so you will know where it is when you need it. If you have more than one address list, you will need to repeat the export for each list you want to use.

Once you have file(s) on your Desktop that looks like something this, you're all set to proceed with Step 3.

 

Outlook Express 6:

NOTE: Very unfortunately, Horde has an import limit of ~50 names at a time. We'd suggest actually using 40 as your baseline, just to make sure you won't run into any problems. This means that, if you have more than 40 names in any of your address lists, you should consider making separate address lists/books within the mail client and move 40 names into each of them, so you can then export each one separately. Once you have done that, repeat the steps outlined below for each of those lists. (e.g. If you have 200 names in a list, you will want to break that into 5 lists called something like "export1", "export2", "export3", etc.) Once you've done that...

With OE open, choose File->Export->Address Book. In the window that appears, choose to export to Comma Separated Values and then Browse so you can save to the Desktop. Give the name something like "addressesoe".

You will then be able to select which fields you would like to export. For most people Name and E-mail will be sufficient. (Note that you can review the list of all possible fields in the addendum, in case you happen to store other important information in your addressbook.)

Once you have the resulting file, open it with Excel. Within Excel, choose File-Save As, give the file a name (such as "addressesTAB") and choose "Save as type Text (tab delimited)" as shown in the graphic below. Next, click on Save and say OK or Yes if you are prompted for any additional confirmation.

Once you have a file(s) on your Desktop that looks like something this, open it and just do File-Save. We're not sure why, but Horde sometimes seems to prefer that extra step. :-) Now close that file and you're all set to proceed with Step 3.

Outlook: While doing the Export from Outlook you may be prompted to install a "translator". Have your Office installation CD ready in case you need it.

NOTE: Very unfortunately, Horde has an import limit of ~50 names at a time. We'd suggest actually using 40 as your baseline, just to make sure you won't run into any problems. This means that, if you have more than 40 names in any of your address lists, you should consider making separate address lists/books within the mail client and move 40 names into each of them, so you can then export each one separately. Once you have done that, repeat the steps outlined below for each of those lists. (e.g. If you have 200 names in a list, you will want to break that into 5 lists called something like "export1", "export2", "export3", etc.) Once you've done that...

With Outlook open, choose File->Import and Export->Export to a file->Next. You will have a long list of formats to choose from, which includes the Tab Separated Values (Windows) format. Choose that and click on Next, then select the file that contains your addresses (probably called Contacts).

Next, Browse to save your file to the Desktop and name it something like "addressesTAB" .

Once you have done the export and have a file(s) on your Desktop that looks like this, you're all set to proceed with Step 3.

Eudora:

NOTE: Very unfortunately, Horde has an import limit of ~50 names at a time. We'd suggest actually using 40 as your baseline, just to make sure you won't run into any problems. This means that, if you have more than 40 names in any of your address lists, you should consider making separate address lists/books within the mail client and move 40 names into each of them, so you can then export each one separately. Once you have done that, repeat the steps outlined below for each of those lists. (e.g. If you have 200 names in a list, you will want to break that into 5 lists called something like "export1", "export2", "export3", etc.) Once you've done that...

Unfortunately the process for converting Eudora Nicknames into another format isn't as easy as it is with other programs. However, if you do a Web search on something like "convert Eudora nicknames" you should come up with utilities you can use, including the well-known www.interguru.com/mailconv.htm. Another option is to import your Eudora addresses into a different desktop mail program (Netscape/Mozilla/Outlook) using that mail program's automated import feature, and then export it from there.

Pine: You will need to download the Pine .addressbook text file from your ACS account to your own computer, using FTP. If you have never used FTP, consult the page at www.bu.edu/pcsc/ftp/. You can rename .addressbook to anything you like, but something like "addressbook.txt" would probably be good. You might also want to save it to the Desktop, so you will know where it is. You're now all set to proceed with Step 3.

Exporting address information from a different Web-based mail program

NOTE: Very unfortunately, Horde has an import limit of ~50 names at a time. We'd suggest actually using 40 as your baseline, just to make sure you won't run into any problems. This means that, if you have more than 40 names in any of your address lists, you should consider making separate address lists/books within the mail client and move 40 names into each of them, so you can then export each one separately. Once you have done that, repeat the steps outlined below for each of those lists. (e.g. If you have 200 names in a list, you will want to break that into 5 lists called something like "export1", "export2", "export3", etc.) Once you've done that...

If you are using a different Web-based mail program (such as Yahoo, Hotmail, Gmail, etc.) and you are able to export contacts into either a .csv or .tab format, you should then be able to move those contacts into Horde. If .csv is the only export alternative offered, you should do that. However, you will then need to open the resulting text file into Excel and Save As from Excel into the Tab-delimited format (using Save as type in Excel's Save window).

Once you've done that, proceed with the upcoming Step 3 section. (Please also note that you don't have to use Horde. You can forward mail from BU to external mail programs at www.bu.edu/pcsc/email/configure/forwarding/.)

Step 3 --

If you have not already done so, break your addresses into groups of 40

Very unfortunately, Horde has an import limit of ~50 names at a time. We'd suggest actually using 40 as your baseline, just to make sure you won't run into any problems This means that, if you have more than 40 names in your list, and you did not, or could not, export in groups of 40 as described above, you will need to take the file that results from your export, duplicate it multiple times, and delete alternate portions of each file, so that you break up your list into multiple lists of 40 that you can import one at a time.

Once that issue is resolved, repeat the next step multiple times, to include each of your address files.

Import the address file you've created into Horde.

Quit out of your Desktop mail program and any other files you might have opened during the export process. Launch Horde and follow the upcoming instructions on importing the address file.

Step 1: Go to the Address Book page within Horde and click on Import/Export.

Step 2: Click on Browse and locate the text file that contains the addresses (probably called addressesTAB and located on your Desktop). Then click on Next.

Step 3: In the next window you can just click Next if the data preview indicates that your first row does not contain field names.

Step 4: In the next window, match your data with the field that it belongs to, and click on Add pair. Most people will want to match "Name" data with Name and "Email" data with Email and that's about it. (Note that our images use the name of the data. Depending on which mail program you exported from, you might be seeing either the name of the field, or the actual data itself (a person's name), and either way is fine.)

Step 5: Once you're all matched-up, click on Next.

Step 6: You're now waiting for a note that tells you the import was successful. This might take a few minutes so hang in there.

Step 7: Once you see that the import was successful, you can click back on the addressbook link and confirm that the data came in as expected.

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Step 8. Once you've successfully done the import, you can delete the text file (probably called addressesTAB) from your Desktop.

Step 9. As we mentioned earlier, you will need to repeat the export and import steps described on this page for each address list within your addressbook that you want to use. Once you have more than one list to add, you will choose to do the import as an "Add" rather than a "Replace" when given that option.

Addendum:

Although Name and Email will be sufficient for most people, the following is a full list of Horde fields that can receive data:

  • Name
  • Email
  • Alias
  • Home Address
  • Work Address
  • Home Phone
  • Work Phone
  • Mobile Phone
  • Fax
  • Title
  • Company
  • Notes
  • PGP Public Key
  • S/MIME Public Certificate
  • Freebusy URL

Exporting from Horde

You can also export your Contacts from Horde for use in another e-mail program, as described in the steps below:

  1. Go to your Contacts list within Horde and choose to Select All by clicking in the top box to the left. (Of course, you can also make individual selections if you don't want to export every address.)
  2. Click Export and choose to use Comma Separated Values. Then click on the Export button.
  3. Look for the resulting file which, if it's not on your Desktop, is probably in a Downloads folder. It will have the name contacts.csv.
  4. Next, launch the e-mail program you want to import into and follow the recommended steps to import that file...

    For example, to import into Gmail...
  5. Launch Gmail and go to Contacts.
  6. Look for the Import link.
  7. Browse to select your contacts.csv file and click Import.