Smith College Admission Academics Student Life About Smith news Offices
  Home > Offices > Information Technology Services > TARA > Google Apps for Education > Sharing a Contact Group  
   Reset Password     Smith Directory    Smith Portal   Server Status  Smith Software
 
       
 



Categories
Welcome
Getting Started
25Live Scheduling
Account Forms
Admin Systems*
BannerWeb
Cloud Storage
File Transfer
Google Apps
   Smith Mail
   Contacts
   Calendar
Internet Browsers
Macintosh
   Connecting
   Backup & Restore
   Upgrading
   Related Apps
   Other Info
Microsoft Office
   Excel
   PowerPoint
   Word
Microsoft Windows
Mobile Devices
Moodle
Passwords
Printing
Security  
Smith Network
Smith Portal
Smith ResNet
Standard Software
Telephones
Terminal Emulators
Training
Unix
Viruses & Spyware
Web Development
Wireless Computing

*Smith login required

 

SHARING A PERSONAL CONTACT GROUP WITH OTHER SMITH USERS

You can use Google Contacts to share a personal contact group with other Smith users. There are two steps in the process:

  1. The contact group owner exports the contact group as a Google .csv file and sends the file to one or more users.

  2. Anyone who receives the .csv file can import it into their own Google Contacts account, where it will open as a new contact group.

Please note that a shared contact group is static. In other words, if you make any changes to your copy of the group, such as adding or deleting members or updating an email address, your changes will not appear in anyone else's copy of the group.

To keep a shared contact group up-to-date across multiple users, anyone who makes changes to the group must export and send the revised version to everyone else who uses the group.


Sender: Export and send a contact list to another Smith user
Recipient: Import a new contact list into your account



Sender: Export and send a contact group to another Smith user

  1. Open your Smith Mail account and click on Contacts in the Google Apps menubar.

  2. In the Google Contacts window, click on the name of the contact group you wish to share. The group list will open.

  3. Click the More button and choose Export from the drop-down menu.

  4. In the Export contacts window, click on the radio button to select your group, then make sure the export format is set to Google CSV.



  5. Click Export.

  6. The app will create a new downloadable file called google.csv.

    1. In Chrome, the file will appear at the lower edge of the work window. Drag it to your desktop.

    2. In Firefox and Safari, the file will automatically be saved in your Downloads folder. Open Downloads and drag it to the desktop from there.

    3. In Internet Explorer, save the file to your desktop.

  7. Once the file is on your desktop, you may wish to change its name to something more descriptive, such as: instructors.csv

  8. Important: If any people in the contact list you exported are also members of other personal contact lists you own, you must edit the csv file to avoid having all the addresses in the other lists being transferred as well. Here's how:

    1. Open Microsoft Excel and use File /Open to open your csv file in a spreadsheet.

    2. Scroll all the way to the right to the column labeled Group Membership.

    3. Select and delete that entire column.

    4. Save your changes, close the file, and continue with step 9.

  9. In Smith Mail, compose a new message addressed to the people with whom you are sharing your group.

  10. Drag the .csv file from your desktop to the Attach a file link in the message window. The "Drop files here" area will appear, as shown below.





  11. Send the message.

Back to top>



Recipient: Import a new contact list into your account

  1. In your Smith Mail account, open the message with the attached .csv file.

    1. In Chrome, the file will appear at the lower edge of the message window. Drag it to your desktop.

    2. In Firefox and Safari, the file will automatically be saved in your Downloads folder. Open Downloads and drag the file to the desktop from there.

    3. In Internet Explorer, save the file to your desktop.

  2. In the Google Apps menubar, click Contacts.

  3. In the Google Contacts window, click the More button and choose Import from the drop-down menu. The Import contact window will appear, as shown below.




  4. In Chrome, when you drag the .csv file from your desktop over the Choose File button and release the mouse button, the filename should appear.

    In other browsers, click the Choose File button and navigate to the .csv file.

  5. Once the filename is beside the Choose File button, click Import.

  6. When the import process is complete, the new contact group will appear in the list on the left side of your Contacts window.

Back to top>

 

 

 


Copyright © 2014 Smith College Information Technology Services  |  Stoddard Hall 11  |  Northampton, MA 01063
413.585.4487  |  Questions or comments?  Send us email
 |  Last updated January 10, 2013

DirectoryCalendarCampus MapVirtual TourContact UsSite A-Z