Appointments, tasks, and contacts created with other applications can be imported. This has the following advantages:
Importing is faster than manually re-entering the data.
Transfer errors are avoided.
Following file types are supported:
ICAL
VCARD
CSV
Files of the type ICAL serve the standardized exchange of calendar data like appointments and tasks. The standard name extension is ics.
Files of the type VCard serve the standardized exchange of contact data as electronic business card. The standard name extension is vcf.
Files of the type CSV serve the exchange of text data in table form. Contact data can be imported from a CSV file. The standard name extension is csv.
The Open-Xchange Server supports most of the iCal objects. A description of all iCal objects can be found in the document RFC2445.
In the following table you can see which iCal objects are supported by the Open-Xchange Server when being imported as appointment or task. The details in the "appointments" and "tasks" column have the following meaning:
An "X" says the object will be imported. The object's value is defined in RFC2445.
The number "255" means the object will be imported. The figure stands for the maximum allowed number of characters.
"Unlimited" means the object will be imported. The number of characters is not limited.
"-" means the object will not be imported.
Table 8.1. Supported iCal objects
Category | iCal object | Appointments | Tasks |
---|---|---|---|
Calendar Properties | CALSCALE | - | - |
METHOD | - | - | |
PRODID | X | X | |
VERSION | X | X | |
Calendar Components | VALARM | X | X |
VEVENT | X | X | |
VFREEBUSY | - | - | |
VJOURNAL | - | - | |
VTIMEZONE | X | X | |
VTODO | X | X | |
Component Properties | ATTACH | - | - |
ATTENDEE | X | X | |
CATEGORIES | X | X | |
CLASS | X | X | |
COMMENT | - | - | |
COMPLETED | X | X | |
CONTACT | - | - | |
CREATED | X | X | |
DESCRIPTION | Unbegrenzt | Unbegrenzt | |
DTEND | X | X | |
DTSTAMP | X | X | |
DTSTART | X | X | |
DUE | X | X | |
DURATION | X | X | |
EXDATE | X | - | |
EXRULE | - | - | |
FREEBUSY | - | - | |
GEO | - | - | |
LAST-MODIFIED | - | - | |
LOCATION | 255 | - | |
ORGANIZER | - | - | |
PERCENT-COMPLETE | - | X | |
PRIORITY | - | X | |
RDATE | - | - | |
RECURRENCE-ID | - | - | |
RELATED-TO | - | - | |
REPEAT | - | - | |
REQUEST-STATUS | - | - | |
RESOURCES | X | - | |
RRULE | X | X | |
SEQUENCE | - | - | |
STATUS | - | X | |
SUMMARY | 255 | 255 | |
TRANSP | - | X | |
TRIGGER | X | X | |
TZID | X | X | |
TZNAME | X | X | |
TZOFFSETFROM | X | X | |
TZOFFSETTO | X | X | |
TZURL | X | X | |
UID | X | X | |
URL | - | - | |
Property Parameters | CUTYPE | X | X |
DELEGATED-FROM | - | - | |
DELEGATED-TO | - | - | |
DIR | - | - | |
ENCODING | X | X | |
FMTTYPE | - | - | |
FBTYPE | - | - | |
LANGUAGE | - | - | |
MEMBER | - | - | |
PARTSTAT | - | - | |
RANGE | - | - | |
RELATED | - | - | |
RELTYPE | - | - | |
ROLE | - | - | |
RSVP | - | - | |
SENT-BY | - | - | |
TZID | X | X | |
VALUE | X | X |
The Open-Xchange Server supports appointments like e.g.: "The last Sunday of a month". It does not support appointments though where the days are counted from the month's end. Example: "The next to last Sunday of a month". If an appointment includes such an information the appointment will not be imported.
The Open-Xchange Server does not support repeated reminders. Example: "Remind me four times". If an appointment includes such a detail the information will be ignored.
To import appointments and tasks click on
in the module bar and then on in the folder tree. The import dialog shows the import configuration options.Select the file type
. To import appointments select in the drop-down field. To import tasks select in the drop-down field.Click on
and select the file to be imported. Please be sure the selected file has the type ICAL.To execute the data import click on the panel function
.The appointments or tasks will be imported to your private folder.
To import contacts click on
in the module bar and then on in the folder tree. The import dialog shows the import configuration options.To import contact data as electronic business card select
.Click on
and select the file to be imported. Please be sure the selected file has the type VCARD.To execute the data import click on the panel function
.The contact data will be imported to your private folder.
Following CSV files are supported:
Default CSV files, separated by commas
CSV files from MS Outlook
A default CSV file contains contacts in table format. The columns of a row contain the data fields of the contact. The end of a line is marked by a line break. The data fields are separated by commas. The first line is the column header. It contains the data field names.
A CSV file can e.g. be created with a spreadsheet program or a text editor. Make sure that following details are considered.
If there are umlauts in the data fields of the CSV file, it has to be utf-8 encoded.
The first row of the CSV file has to contain at least one of the column titles mentioned further below.
The column titles are case sensitive.
The columns can have any order at all. The imported data will be assigned to the data fields of the Open-Xchange Servers via the column headers.
The data fields are separated with commas.
If there are invalid data in a data field the respective contact will be skipped. Data are invalid if:
The number of characters are exceeded. The table further below shows the allowed number of characters for each data field.
A data field has the wrong format.
The data fields have to have following format:
All E-Mail fields have to contain the "@" character.
The data fields have to be in a valid format. The following date formats are valid:
dd.mm.yyyy
dd/mm/yyyy
yyyy-mm-dd
All other data fields can contain any characters at all.
It is allowed to have an empty data field.
The first row of the CSV file has to contain one or more of the following column headers:
Display name | Sur name | Given name | Middle name |
Suffix | Title | Street home | Postal code home |
City home | State home | Country home | Martial status |
Number of children | Profession | Nickname | Spouse name |
Note | Company | Department | Position |
Room number | Street business | Postal code business | City business |
State business | Country business | Number of employee | Sales volume |
Tax id | Commercial register | Branches | Manager's name |
Assistant's name | Street other | Postal code other | City other |
State other | Country other | Telephone business 1 | Telephone business 2 |
FAX business | Telephone car | Telephone company | Telephone home 1 |
Telephone home 2 | FAX home | Cellular telephone 1 | Cellular telephone 2 |
Telephone other | FAX other | Telephone pager | Telephone telex |
Telephone TTY/TDD | Instantmessenger 1 | Instantmessenger 2 | Telephone IP |
Email 1 | Email 2 | Email 3 | URL |
Categories | Dynamic Field 1 | Dynamic Field 2 | Dynamic Field 3 |
Dynamic Field 4 | Dynamic Field 5 | Dynamic Field 6 | Dynamic Field 7 |
Dynamic Field 8 | Dynamic Field 9 | Dynamic Field 10 | Dynamic Field 11 |
Dynamic Field 12 | Dynamic Field 13 | Dynamic Field 14 | Dynamic Field 15 |
Dynamic Field 16 | Dynamic Field 17 | Dynamic Field 18 | Dynamic Field 19 |
Dynamic Field 20 | private | Birthday | Anniversay |
During the import the data fields of the CSV file will be assigned to certain data fields of the Open-Xchange Server. The following table shows the contact fields of the Groupware and the fields they are assigned to. The table further shows the maximum number of characters allowed for the data field.
Table 8.2. CSV file data field assignment
Data fields in the contact dialog window | CSV data field | ||
---|---|---|---|
Tab | Data field | Max. chars | |
Business | Title | 64 | Title |
First name | 128 | Given name | |
Middle name | 128 | Middle name | |
Last name | 128 | Sur name | |
Suffix | 64 | Suffix | |
Display name | 320 | Display name | |
Company | 512 | Company | |
Street | 256 | Street business | |
ZIP | 64 | Postal code business | |
City | 128 | City business | |
Country | 64 | Country business | |
State | 64 | State business | |
Department | 128 | Department | |
Position | 128 | Position | |
Room number | 64 | Room number | |
Employee ID | 64 | Number of employee | |
Phone (business) | 64 | Telephone business 1 | |
Phone (business 2) | 128 | Telephone business 2 | |
Fax (business) | 64 | FAX business | |
Phone (company) | 64 | Telephone company | |
Mobile | 64 | Cellular telephone 1 | |
URL | 128 | URL | |
E-Mail (business) | 256 | Email 1 | |
IM (business) | 64 | Instantmessenger 1 | |
Tags | 1024 | Categories | |
Type | private | ||
Private | Profession | 64 | Profession |
Date of birth | Birthday | ||
Street | 256 | Street home | |
ZIP | 64 | Postal code home | |
City | 64 | City home | |
State | 64 | State home | |
Country | 64 | Country home | |
Nickname | 64 | Nickname | |
Phone (private) | 64 | Telephone home 1 | |
Phone (private 2) | 64 | Telephone home 2 | |
Fax (private) | 64 | FAX home | |
Mobile (private) | 64 | Cellular telephone 2 | |
IP-phone (private) | 64 | Telephone IP | |
E-Mail (private) | 256 | Email 2 | |
Marital status | 64 | Martial status | |
Anniversary | Anniversay | ||
IM (private) | 64 | Instantmessenger 2 | |
Pager | 64 | Telephone pager | |
Comments | 5680 | Note | |
Additional | Street (other) | 256 | Street other |
ZIP (other) | 64 | Postal code other | |
City (other) | 64 | City other | |
State (other) | 64 | State other | |
Country (other) | 64 | Country other | |
Phone (other) | 64 | Telephone other | |
Fax (other) | 64 | FAX other | |
E-Mail (other) | 256 | Email 3 | |
Phone (car) | 64 | Telephone car | |
TTY/TDD | 64 | Telephone TTY/TDD | |
Sales Volume | 64 | Sales volume | |
TAX ID | 128 | Tax id | |
Commercial Register | 64 | Commercial register | |
Branches | 64 | Branches | |
Manager | 64 | Manager's name | |
Assistant | 64 | Assistant's name | |
Telex | 64 | Telephone telex | |
Spouse's name | 64 | Spouse name | |
Children | 64 | Number of children | |
Optional 1 .. 20 | 64 | Dynamic Field 1 .. 20 |
All MS Outlook files that are created via the export function in MS Outlook are supported. To create a CSV file in MS Outlook that can be imported to the Groupware proceed as follows:
Go to the menu item
.In the dialog window Import/Export Wizard choose the entry
. Click on .Choose the entry
. Click on .Select the contact folder to be exported. Click on
.Set the name and location for the output file. Click on
.To complete the export process click on
. Note: Leave the check box activated. Do not click on . Leave the default assignment unchanged.The new CSV file contains all data fields of the exported contacts. Following data fields are imported in the Groupware:
Account | Anniversary | Assistant's Name |
Birthday | Business City | Business Country |
Business Fax | Business Phone | Business Phone 2 |
Business Postal Code | Business State | Business Street |
Car Phone | Categories | Children |
Company | Company Main Phone | Department |
E-mail 2 Address | E-mail 3 Address | First Name |
Home City | Home Country | Home Fax |
Home Phone | Home Phone 2 | Home Postal Code |
Home State | Home Street | Last Name |
Manager's Name | Middle Name | Mobile Phone |
Notes | Organizational ID Number | Other City |
Other Country | Other Fax | Other Phone |
Other Postal Code | Other State | Other Street |
Pager | Profession | Sensitivity |
Spouse | Suffix | Telex |
Title | TTY/TDD Phone | Web Page |
If a data field of the MS Outlook CSV file contains more than the allowed number of characters the respective contact will be skipped during import.
When importing the data fields of the MS Outlook CSV file will be assigned to certain data fields of the Open-Xchange Server. Following table shows the assignment by listing the data fields that are displayed when editing a contact in the Groupware. The table further shows the maximum number of characters for each data field.
Table 8.3. MS Outlook CSV file data mapping
Data fields in the Contact dialog window | MS Outlook CSV data field | ||
---|---|---|---|
Data field | tab | Max. number of characters | |
Business | Title | 64 | Title |
First name | 128 | First name | |
Middle name | 128 | Middle name | |
Last name | 128 | Last name | |
Suffix | 64 | Suffix | |
Company | 512 | Company | |
Street | 256 | Business Street | |
ZIP | 64 | Business Postal Code | |
City | 128 | Business City | |
Country | 64 | Business Country | |
State | 64 | Business State | |
Department | 128 | Department | |
Phone (business) | 64 | Business Phone | |
Phone (business 2) | 128 | Business Phone 2 | |
Fax (business) | 64 | Business Fax | |
Phone (company) | 64 | Company Main Phone | |
Mobile | 64 | Mobile Phone | |
URL | 128 | Web Page | |
Email (business) | 256 | Account | |
Tags | 1024 | Categories | |
Typ | Sensitivity | ||
Private | Profession | 64 | Profession |
Date of birth | Birthday | ||
Street | 256 | Home Street | |
ZIP | 64 | Home Postal Code | |
City | 64 | Home City | |
State | 64 | Home State | |
Country | 64 | Home Country | |
Phone (privat) | 64 | Home Phone | |
Phone (privat 2) | 64 | Home Phone 2 | |
Fax (privat) | 64 | Home Fax | |
Email (privat) | 256 | E-mail 2 Address | |
anniversary | Anniversary | ||
Pager | 64 | Pager | |
Comment | 5680 | Notes | |
Additional | Street (other) | 256 | Other Street |
ZIP (other) | 64 | Other Postal Code | |
City (other) | 64 | Other City | |
State (other) | 64 | Other State | |
Country (other) | 64 | Other Country | |
Phone (other) | 64 | Other Phone | |
Fax (other) | 64 | Other Fax | |
E-Mail (other) | 64 | E-mail 3 Address | |
Phone (car) | 64 | Car Phone | |
TTY/TDD | 64 | TTY/TDD Phone | |
Commercial Register | 64 | Organizational ID Number | |
Manager | 64 | Manager's Name | |
Assistant | 64 | Assistant's Name | |
Telex | 64 | Telex | |
Spouse's name | 64 | Spouse | |
Children | 64 | Children |
Some important hints on the importMake sure to use valid import files. Please find some hints on valid import files in the sections the section called “Default CSV file” and the section called “MS Outlook CSV file”. If an import file contains invalid data the respective contact will be skipped during the import. There is no check for double entries during the import. Contacts are entered as many times as they are imported. |
To import contacts from a default CSV file or a MS Outlook file proceed as follows:
To import contacts click on
in the module bar and then on in the folder tree. The import dialog shows the import configuration options.To import contact data from a CSV file select
.To import data in default CSV format select
. To import data in MS Outlook CSV format select .Click on
and select the file to be imported. Please be sure the selected file has the type CSV.To execute the data import click on the panel function
.The contact data will be imported to your private folder.