Policy Guide › Editing Policies in the Administration Console › Policy List Items › Copy and Import List Items

Copy and Import List Items

When defining your policy list settings, you can copy items from other list settings or external documents. You can import items from external applications or files. For example, you can quickly copy lists of email addresses, file names, Web sites, or key words and phrases to other settings within a policy or even to other policies.

To copy list items from one policy list setting to another

1. In the Policy Editor screen, right-click the list setting with the items you want to copy and choose Properties.
2. In the resulting dialog, select the items that you want to copy, then right-click and choose Copy.

   To select multiple items, hold down the Ctrl key and left-click the items you want.

3. Right-click the target list setting and choose Properties.
4. Right-click the list box choose Paste.

To copy list items from an external application

You can import lists directly from an external application. For example, you can import from an Excel spreadsheet or an OpenOffice text document.

1. In the external application, select and copy the items you want.
2. In the User Policy screen, right-click the target list setting and choose Properties.
3. Right-click the list box choose Paste.

To import list items from a text file

You can import lists from any text file that uses appropriate list separators (commas, semi-colons, tabs and new lines).

1. In the Policy Editor screen, right-click the target list setting and choose Properties.
2. Right-click the list box and choose Import.
3. Select the file you want to import from.

To copy URL lists directly from your Favorites folder

1. Open your Favorites folder and view the Properties of any Web site shortcut. You can then copy the URL directly to the Clipboard.
2. In the User Policy Editor, right-click the target list setting and choose Properties.
3. Right-click the list box choose Paste.

To copy addresses directly from an e-mail message

1. Open an e-mail and copy the addresses from the To: Cc: Bcc: or From: fields.
2. In the User Policy Editor, right-click the target list setting and choose Properties.
3. Right-click the list box choose Paste.

To import address lists from Microsoft Outlook

You must first export your Outlook address book to a CSV file and then import the CSV file into a list setting.

1. Run the Import and Export Wizard to export a Contacts folder to a CSV file.

   Use the Map Custom Fields feature to remove unwanted data fields. See the Outlook help for details.

   The wizard encloses each CSV value in double-quotes.

2. Remove these quotes before you import the CSV file into the list setting.
3. In the User Policy Editor, right-click the target list setting and choose Properties.
4. Right-click the list box choose Import.
5. Select the CSV file you want to import.

To import address lists from Lotus Notes

You must first export your Notes address book to a text file and then import the text file into a list setting.

1. In Notes, open the address book and select the contacts you want to export.
2. Run the Export feature to export the contact details to a text file.

   The resulting text file includes all the available details for each contact. But you only need the e-mail addresses, so you must delete all the other details before importing the file into a list setting.

   Note: The file may require extensive editing in order to remove all unwanted data. If you are only importing a small number of contacts, this may not be a practical solution.

3. In the User Policy screen, right-click the target list setting and choose Properties.
4. Right-click the list box choose Import.
5. Select the text file you want to import.

More information:

Supported List Formats

Commas and Semi-colons in Policy Lists