Import/Export

Use this page to import and export address book and user information to and from the device.

When you import data to the device, you add new e-mail addresses, fax numbers, or user records, so that they can be accessed on this device. This can help make it easy to create initial lists, or to keep your HP device current with changes in your organization.

When you export records, you save e-mail, fax, or user records from the device into a file on your computer. You can then use this file as a data backup, or you can use it to import the records onto another HP device. For export instructions see Export an Address Book below.

Option 1: Import an Address Book

You can import address book information by first creating a file with a comma-separated value (CSV) format. The CSV format is a common data format that is often used to transfer data between database programs or devices. This file can be created using either a spreadsheet program such as Microsoft Excel, or a text program such as Microsoft Notepad. After creating the file, you must be sure to save or export it as a .CSV file type. You can also create a data file by exporting contacts from Microsoft Outlook or another e-mail client and saving it as a .CSV file (for more information, see Creating an import file using Microsoft Outlook.

Examples of CSV files can be found in the Example import file formats topic. In the examples below, a spreadsheet example is followed by a text file example. You can use whichever tool is easiest for you.

To import address book or user data, do the following:

1. Create a data file containing a header row with the columns that are required for your data. The following columns can be used:
   1. name (or "first name" and "last name")
   2. address
   3. dlname
   4. faxnumber
   5. speeddial
   6. code
   7. pin

   Note: The address field can also be called "E-mail" or "E-mail Address." The faxnumber field can also be called "Business Fax" or "Home Fax."

   The header row is simply the first row of the spreadsheet or file. For example, in the sample Excel file below, the header file is Row 1 of the spreadsheet.

   

   In the following sample text file, the header row is the first line of text.

   

2. After the header row, add rows containing each address book or user record. See the Required data and record limits section below to find out which columns are required for each type of record.

   You can have blank columns, as shown in the Excel spreadsheet example below. If you are creating a text import file, you just need to insert a comma for each blank field, as shown in the sample text file below.

   

   

   If the data in the field contains a comma, the data in that field must be surrounded by quotes, for example,

   "Smith, Joe"
   If you are using Excel to create your import file, you don't need to enter the quotes. Excel will insert them automatically when the file is converted to a .CSV file.

   Note: For more examples of CSV files see the Example import file formats topic.

3. Save your import file.

   If you are creating it in Excel, choose Save As from the File menu and then select .CSV (comma delimited)(*.csv) in the Save as type drop-down box.

   If you are creating a text file, choose Save As from the File menu and then type .csv in place of the .txt file extension.

4. To import your source file into the device, click Browse... next to the Address Book File Name field on the Import/Export page to browse to the source file on your computer.

5. Click Import to import the data file into the device. The import process will take approximately 1 minute for each 1,000 records, depending on the network speed.

   When the import process is complete, a message appears indicating how many records were successfully imported and whether there were any import errors. See the Import errors topic for a complete list of errors and possible causes.

Required data and record limits

The required data for each type of record is as follows:

¹ The address field can also be called "E-mail" or "E-mail Address."
The faxnumber field can also be called "Business Fax" or "Home Fax."

² The maximum length might be less, depending on the language being used.

³ The total combined number of e-mail addresses and distribution lists must be 2,000 entries or less.

⁴ The "speeddial" field contains the name of the speed-dial, for example "Johnson Janitorial", and the "code" field contains the speed dial code (a number between 0 and 99), for example 08. Either one- or two-digit numbers are accepted, for example either 06 or 6 can be used.

Creating an import file using Microsoft Outlook

If you have contacts saved in Microsoft Outlook, you can export them into a .CSV file and then use that file to import them into the device. Follow these instructions to create a .CSV file using Microsoft Outlook.

1. From the Outlook File menu, choose Import and Export....
2. In the Import and Export Wizard, choose Export to a file and click Next.
3. Select Comma Separated Values (DOS) and click Next.
4. Select the Contacts folder and click Next.
5. Type in a name for the file, with a .CSV extension. Click Browse to choose a location on your computer to save the file. Click Next.
6. Click Finish to finish the wizard and export the file.
7. Follow Steps 4 and 5 of the import instructions to import the .CSV file into the device.

Option 2: Export an Address Book

You can also export the address book or user information that has been saved in the device. This data is exported into a CSV file that has the same format as that described above, with one header row followed by a row for each user or address book record.

To export data, do the following:

1. Select one or more of the check boxes shown under Step 1.

2. Under Step 2, type in the name for the export file.

3. Click Export to start the export process.

   In the dialog box that appears, click Save, and then select the location where you want to save the file.

   If the export process fails, an error message will be displayed. If this happens, wait a few minutes and try the export again.

You can open the export file in either a spreadsheet program like Microsoft Excel, or in a text program like Notepad.

If you've selected the Export e-mail addresses check box, your export file will look something like the following if you open it in Excel:

It will look like the following if you open it in Notepad:

If you've selected the Export fax addresses, your export file will look something like this:

If you've selected the Export user records, your export file will look something like this:

Option 3: Clear Address Books

By default, clicking the Clear Address Books button clears all address book data (e-mail, fax, and authorized user data) from the device. You can also specify individual address books to clear, although e-mail addresses and e-mail distribution lists may not be cleared separately.

You might want to clear all address books before moving the device to a new area within your company, or before importing address book data from another device.

To clear one or more address books, do the following:

1. Select one or more of the check boxes shown under Option 3: Clear Address Books.
2. Click Clear Address Books to erase the data in the selected address books.

A warning dialog box appears, indicating which address books are selected for deletion. Click OK to confirm this action. Once cleared, the data can not be recovered.

After OK is pressed, the address book data is cleared and you are returned to the original page. A list of the cleared address books is displayed.

Example import file formats

Import data files can be created using Microsoft Excel or using a text file program such as Notepad. Below you can find a number of examples of import data files.

For Excel file formats see Excel files, and for text file formats see Text files.

Excel files

Example Excel file for importing e-mail addresses

Note: If the device you are importing to has e-mail address checking enabled, the e-mail address must contain an @ symbol.

Note: Instead of the "name" field, you also have the option of using two fields: "first name" and "last name."

Example Excel file for importing fax numbers

Note: The fax number can be formatted as shown here, or with or without spaces. It can also contain the following punctuation:
comma or space + - ( ) [ ] *.

Example Excel file for importing fax numbers and e-mail addresses in the same file

Note: If you are importing both an e-mail address and a fax number for the same person or business, you can combine them into one record, as shown above with the "Accounting Dept." record, or import them as separate records: one for the e-mail address and one for the fax number.

Example Excel file for importing e-mail distribution lists

Note: The distribution list name can contain any combination of letters, numbers, and punctuation.

Note: Distribution lists can contain up to 2,000 e-mail addresses. Each e-mail address must be added in a separate record.

Example Excel file for importing fax speed-dials

Note: The "speeddial" field can contain any combination of letters, numbers, and punctuation. The "code" field contains the speed dial code (a 1- or 2-digit number between 0 and 99).

Note: Speed-dials can contain up to 100 fax numbers associated to a single speed-dial code. Each fax number must be added in a separate record.

Example Excel file for importing user records

Note: The "pin" must be a numerical value between 4 and 8 digits long.

Text Files

Example text file for importing e-mail addresses

Note: If any field contains a comma, the contents of the field must be surrounded by quotes, as shown above.

Note: If the device you are importing to has e-mail address checking enabled, the e-mail address must contain an @ symbol.

Note: Instead of the "name" field, you also have the option of using two fields: "first name" and "last name."

Example text file for importing fax numbers

Note: The fax number can be formatted as shown here, or with or without spaces. It can also contain the following punctuation:
space or comma + - ( ) [ ] *

Example text file for importing fax numbers and e-mail addresses in the same file

Note: If you are importing both an e-mail address and a fax number for the same person or business, you can combine them into one record, as shown above with the "Accounting Dept." record, or import them as separate records: one for the e-mail address and one for the fax number.

Example text file for importing e-mail distribution lists

Note: The distribution list name can contain any combination of letters, numbers, and punctuation.

Note: Distribution lists can contain up to 2,000 e-mail addresses. Each e-mail address must be added in a separate record.

Example text file for importing fax speed-dials

Note: The "speeddial" field can contain any combination of letters, numbers, and punctuation. The "code" field contains the speed dial code (a 1- or 2-digit number between 0 and 99).

Note: Speed-dials can contain up to 100 fax numbers associated to a single speed-dial code. Each fax number must be added in a separate record.

Example text file for importing user records

Note: The "pin" must be a numerical value between 4 and 8 digits long.

Import errors

You might encounter the following error messages when importing data into the device. Look in the Cause column to find out what might be causing the error and what you can do to resolve it.