IT Help Desk
Kansas State University
214 Hale Library
Manhattan, KS 66506
785-532-7722
helpdesk@k-state.edu

Export/Import Webmail address books

Export K-State WebMail address books as comma separated value (CSV) files

Once you have been migrated to Zimbra, WebMail will no longer be available as a web client. Address books will need to be exported prior to the migration if you would like to import your addresses into Zimbra.

This procedure exports address entries only.  Distribution lists contained in the address book will not be exported.  You should print your distribution lists and recreate them in your mail client of choice. See Creating Group Contact Lists for instructions on how to create distribution lists within Zimbra.

1. Sign in to WebMail.
2. On the toolbar, click the Address Book button .
3. On the toolbar, click the Import/Export button .
   
   Note: By default your address book will be called My Addressbook and usually you will only have the default address book. All exports should be as comma separated values (CSV).
   
   
   
   
4. For each address book that you have do the following:
   1. In the Select the export format list, select Comma separated values.
   2. In the Select the source to export from list, select the address book you want to export (My Addressbook is the default).
   3. Select Export
   4. Click Save.
      
      
      
      
   5. Browse to the saving location, keep the default filename or type a new one, and then click Save.
      
      
      
      

Import K-State WebMail address book into Zimbra

In order for the import process to work correctly, the field headers in the CSV file need to identically match (including upper and lower case) the fields in K-State Zimbra.

Edit Webmail field headers

1. Open your addressbook that you exported as a CSV file.
   
   Note: By default, the CSV file should open in Excel. If you don't have Excel, the CSV file can be opened in any text editor program such as Notepad.
   
   
   
   
2. Change the following headers to match K-State Zimbra’s field headers.
   • name to fullName
     
     Note: Because of the mismatch between data fields in WebMail and Zimbra, some editing will be required after importing your address book.  This may entail adding first names and addresses as well as other fields that Zimbra offers that were not available in WebMail.
     
     
   • title to jobTitle
   • lastname to lastName
   • cellPhone to mobilePhone
   • fax to workFax
3. Print out the address information so you can re-enter it as needed.
4. Save your modified file as a CSV file.
5. Select File then Save As.
6. Save the file under a different name so you don’t lose your original with the file type of CSV.
   
   
   
   

Import modified WebMail CSV file into K-State Zimbra

It is recommended that the import initially be done in a user created address book as the default address books for K-State Zimbra (Contacts and Emailed Contacts) cannot be deleted. Since no bulk erase option exists, the only way to delete entries if the import fails is to do so a page at a time (up to 100). By using a temporary address book, you can delete the address book after you have tested the import of the CSV file successfully and then do a final import into the Contact address book.

1. Sign in to the K-State Zimbra web client.
2. Click the Contacts tab.
3. Click the New down-arrow .
4. Click New Address Book.
   
   
   
   
5. In the Name box, type a name for your address book such as Test Import and then click OK.
6. Click the Options tab.
   
   
   
   
7. Click Import / Export.
   
   
   
   
8. Select Contacts.
9. Next to Destination, click Browse.
   
   
   
   
10. Select which address book you would like to import your CSV file into and then click OK.
    
    
    
    
11. Next to File, click Browse.
12. Browse to the file location of your edited CSV file, select the file and then click Open.
13. Click Import.
14. Exit the Options tab by clicking the Cancel button.
15. If the import was successful, delete the Test Import address book and repeat the process importing the CSV file into the Contacts address book.
    
    Note: If the import fails, do the following:
    • Delete the Test Import address book.
    • Recreate the Test Import address book for another try.
    • Review the instructions and contents of the CSV file to make sure the field headers are correct.
    • Make adjustments and try again.
    • If you continue to have issues, contact the IT Helpdesk for assistant, provide them with your CSV file.
16. Once you have a successful import, go through the entries adjusting anomalies as needed like entering address information.