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Importing Contacts

To keep your personal address book on Baya uptodate, you can use the Import address book feature.

A csv or vcard contact list exported from a third party application can be easily imported to Baya as shown below.

How to export contacts from third party applications?

You need to create a VCF/CSV file by exporting the contacts from the third party app.

While creating a CSV file, make sure you are choosing the recommended file format.

If you are creating a CSV file, refer the following table which provides you the required details.

For example:

  • If you are exporting contacts from Gmail, you should choose the Outlook CSV format option.
Client Reference Link CSV format to be chosen
Web Client
* Gmail

export and save the contacts list from your gmail account

Outlook CSV format
* Yahoo

Import-Export Contacts in Yahoo account

Yahoo CSV Format
Desktop Client
* Outlook

Import- Export Contacts in windows

CSV (DOS) Format
* Thunderbird

Import Contacts

Export Contacts

CSV, VCF Format
Mobile Client
* Android
  • Using ExcelContacts application
1. Download ExcelContacts Lite application from Google Play Store
2. Export contacts in Outlook format and save it in CSV format.
3. Click here to view document on exporting contacts.


  • Using Contacts Export application
1. Download Contacts Export application from Google Play Store
2. Export contacts in Thunderbird format with Comma as a separator
3. Click here to view document on exporting contacts.


  • Using Gmail account
1. Sync Android contacts in Gmail
2. Export contacts from Gmail in Outlook CSV format
Outlook/ Thunderbird CSV format
* Apple
  • Using ExcelContacts application
1. Download ExcelContacts Lite application from Apple Store
2. Export contacts in Outlook format and save it in CSV format.
3. Click here to view document on exporting contacts.
  • Using Gmail account
1. Export iPhone contacts in Gmail
2. Export contacts from Gmail account in Outlook CSV format
Outlook CSV format

Import Contacts in Baya Account

1. Locate and choose the type of file to be imported

1. On the Personal Contact page, click the Import Contacts icon.

Figure: Personal Contact page

An Import Contacts dialog box displays on the screen.

Figure: Import Contacts dialog box

2. Choose the type of file to be imported from the list.

* Baya Address Book CSV: A csv file created by exporting contacts from Baya web Client.
* Outlook Address Book CSV: A csv file created by exporting contacts from Outlook mail client.
* Thunderbird Address Book CSV: A csv file created by exporting contacts from Thunderbird desktop mail client.
* Gmail Address Book CSV : A csv file created by exporting contacts from Gmail account.
* Yahoo Address Book CSV : A csv file created by exporting contacts from Yahoo account.
* VCARD : vCard is a file format standard for electronic business cards.
Figure: Import Contacts dialog box

3. Click the Select File link which opens the File Upload dialog box.

4. Locate the required .csv or vcard file on your machine and click the Open button.

Figure: Import Contacts dialog box

5. Click the Continue button to proceed.

Figure: Import Contacts dialog box

Note: Application is unable to import contacts if there is mismatch in the file-format you have chosen and the format of the CSV file to be exported.

For example:

  • You have chosen the Outlook CSV File format from the list
  • Actual CSV file on your machine is in Thunderbird CSV format (created by exporting contacts from Thunderbird).
  • When you try to import these contacts application gives a warning message saying invalid file format or considers these contacts as invalid.

2. Decide action to be taken for validated data like duplicate contacts and invalid data

Application validates all the contacts present in the csv file and provides following information.

Figure:Import Contacts dialog box

Duplicate Contacts

After validation, application gives a list of duplicate contacts if found.

You can decide the action to be taken for these duplicate contacts.

Figure: Example screen showing duplicate contacts
Action to be taken on duplicate fields Description
Ignore All the duplicate contacts are ignored.
Update existing contact, ignoring blank fields Existing contacts are updated, and blank fields are ignored.

For example:

  • Contact Deepa Joshi is present in Baya Address Book with details Email id: deepa@hotmail.com, Web Page: www.mithi.com.
  • Contact Deepa Joshi is also present in the contacts to be imported with details Email id:deepa@hotmail.com and Web Page field is blank.
  • If you choose the option Update existing contact ignoring blank fields, application updates all the details of the contact ignoring blank fields.

In this example, all the details of the contact Deepa Joshi are updated, and the content of Web Page field remains same i.e. www.mithi.com

Update existing contact, overriding with blank fields Existing contacts are updated, and blank fields are overridden.

For example:

  • Contact Deepa Joshi is present in Baya Address Book with details Email id: deepa@hotmail.com, Web Page: www.mithi.com.
  • Contact Deepa Joshi is also present in the contacts to be imported with details Email id:deepa@hotmail.com and Web Page field is blank.
  • If you choose the option Update existing contact overriding with blank fields, application updates all the details of the contact.

In this example, all the details of the contact Deepa Joshi are updated, and the content of Web Page field changes to blank.

Create new contact for duplicates New contact are created for duplicates.

Unsupported Fields

Unsupported fields

Figure: Example screen showing unsupported fields
Field Mapping of a CSV file
Baya Personal Contacts Gmail CSV Outlook CSV Thunderbird Yahoo
First name First Name First Name First Name First
Last name Last Name Last Name Last Name Last
Display name - Display Name Display Name Nickname
Email E-mail Address E-mail Address Primary Email Email
Description Notes Notes Notes Comments
Office - - - -
Department Department Department Department -
Job Title Job Title Job Title Job Title Title
Join date - - - -
End date - - - -
Company Company Company Organization Company
Company Phone Company Main Phone Company Main Phone Work Phone Work
Company Mobile - - - -
Company Fax - Business Fax - -
Company Pager - - - Pager
Company Address Business Address Business Street Work Address Work Address
Company City Business City Business City Work City Work City
Company State Business State Business State Work State Work State
Company Pin-code Business Postal Code Business Postal Code Work ZipCode Work ZIP
Company Country Business Country Business Country/Region Work Country Work Country
Company Web Page Web Page Web Page Web Page 1 Business Website
Gender Gender - - - -
Birth-date - - - -
Spouse Name Spouse Spouse - -
Children Children Children - -
Anniversary - - - -
Home Address Home Address Home Street Home Address Home Address
Home City Home City Home City Home City Home City
Home Pin-code Home Postal Code Home Postal Code Home ZipCode Home ZIP
Home State Home State Home State Home State Home State
Home Country Home Country Home Country/Region Home Country Home Country
Home Pager Pager Pager - -
Home Phone Home Phone Home Phone Home Phone Home
Home Fax Home Fax Home Fax - -
Home Mobile Mobile Phone Mobile Phone Mobile Number Mobile
Home Web Page - - - Personal Website


Field Mapping of a VCARD file
FN Display Name
N

First Name

Last Name

ORG Company
ADR

Home City

Home Country

Home Pin-code

Home State

Home Address

Company City

Company Country

Company Pin-code

Company State

Company Address

TEL

Home Mobile

Home Fax

Home Phone

Company Mobile

Company Fax

Company Phone

EMAIL Email
ANNIVERSARY Anniversary
BDAY Birth-Date
GENDER Gender
NICKNAME Display Name
NOTE Description
TITLE Job Title
URL

Company Webpage

Home Webpage

Sample VCARD File:

VCARD File Baya Address Book

BEGIN:VCARD

VERSION:3.0

FN:Deepa Sharma

N:Sharma;Deepa;;;

EMAIL;TYPE=INTERNET;TYPE=WORK:deepa@acmecorp.co.in

TEL;TYPE=WORK;TYPE=FAX:020-66660003

TEL;TYPE=CELL:9822900010

TEL;TYPE=WORK:020-66660004

ADR;TYPE=WORK:;;Rajiv Gandhi IT Park\, Hinjewadi\nPune 411044;;;;

TITLE:HR Asst

END:VCARD

Display Name= Deepa Sharma

Last Name= Sharma

First Name= Deepa

E-mail= deepa@acmecorp.co.in

Company Fax= 020-66660003

Company Mobile= 9822900010

Company Phone= 020-66660004

Company Address= Rajiv Gandhi IT Park Hinjewadi

Company City= Pune

Company Pin-Code= 411044

Job Title= HR Asst

Invalid Contacts

Application considers the contact invalid if the fields mentioned in the table are invalid.

Figure: Example screen showing invalid data

Following table gives you the list of fields which are validated while importing.

Importing contacts From Fields validated by Baya
Baya Address Book
  • Gender
  • Email
  • Join Date
  • End Date
  • Birth Date
  • Anniversary
Outlook Address Book
  • Email Id
Thunderbird Address Book
  • Email Id
Gmail Address Book
  • Email Id
Yahoo Address Book
  • Email Id
Note: It is advised not to import the invalid contacts. You can de-select the Ignoring invalid contacts option and click the Import button to proceed anyway.


See Also