Groupwise Address Book Import Process

These are instructions on how to obtain parent contact information and create an address book in Groupwise for a school, grade level, homeroom or course section.

No contact would be listed for a student if they do not have a priority 1 or 2 contact in Schoolmaster.

Obtaining the students' parent contact information
1. Using your web browser, navigate to:
 * http://reporting.kunaschools.org/Reports

2.



3. If asked for credentials, use "rv" without the quotes for the username and password.

4. Click on "Parent Contact Information".

5. Notice the selection box for Scope, School(s), Homeroom(s), Grade Level(s) and Secondary Teacher(s).

6.

7. The Scope determines the level of data returned.
 * If Scope = School, the School(s) must be selected and all parent contact information for the school(s) selected will be returned.
 * If Scope = Homeroom, the School(s) and Homeroom(s) must be selected and all parent contact information for the school(s) and homeroom(s) selected will be returned.
 * If Scope = Grade Level, the School(s) and Grade Level(s) must be selected and all parent contact information for the school(s) and grade(s) selected will be returned.
 * If Scope = Secondary Teacher, the School(s) and Secondary Teacher(s) must be selected and all parent contact information for the school(s) and course section(s) for the teacher(s) selected will be returned.

8. In the upper left, select the Scope, In this example we select the Secondary Teacher scope.

9. Select the School(s), (In this example)Initial Point High School.

10. Select the Homeroom(s), Grade Level(s) or Secondary Teacher(s) as appropriate to the scope selected.
 * If you selected the “School” scope, you do not need to select any Homeroom(s), Grade Level(s) or Secondary Teacher(s).

11.



12.Click "View Report" in the upper right. If school was selected in the scope or if "school scope", then no other selection is necessary.

13.



14.On the left are links that will take you to a report for each grouping.

15.On the right is the parent contact information for each student in that grouping. This example shows the course section for the teacher(s) selected.

Importing the data into Groupwise
1. Export the data from the report to Excel by clicking the disk icon in the upper middle of the report.

2.



3.Choose Excel from the list

4.Click "Save" when prompted

5.



6.Save the file to "My Documents".

7. Note the filename, in this example, our file name is "Section Parent Contacts.xls"

8.



9. Click "Save"

10.Click "Open"

11.Notice there is a worksheet for each section for all of the teachers that were selected when the report ran.

12.



13.Select the worksheet for which you want to create an address book.

14.Click the picture of the icon in the far upper left corner of Excel

15.Click "Save As"

16.Change the "Save as type:" to "CSV (Comma delimited)(*.csv)

17.



18.Click "Save"

19.Click "OK" on the warning. 20.



21.Click "Yes"

22.



23.Go to Novell Groupwise - Mailbox

24.Click "Address Book" in the upper left hand corner. It will open a small window listing your address books.

25.



26.In the new little window, click "File", then "Import"

27.



28.Find the CSV file you just saved.

29.



30.Click "Open"

31.Click "New"

32.



33.Enter the name of the address book. In this example, we used the course section name. 34.



35.Click "OK"

36.Set the third column for the second item (Student) to Personal -> Children

37.Set the third column for the third item (Contact Priority) to Other->Primary Contact

38.Set the third column for the sixth item (Phone) to Phone->Phone Number

39.Set the third column for the seventh item (Email) to Commonly Used->E-Mail Address, and so on...

40.See the image below



41.Click "OK"

42.Click "Close" 43.



44.A contact with the name “Contact Name” may have been created, right click on it and select “Delete”.

45.Success!! You have a convenient to use address book for each section you teach.

46.



47.



48.Choose the fields you want displayed and they will be there in the next time you open the address book.

49.