As a system administrator, you can register users or groups through an imported CSV file as follows:

1. Before Login, from the Office 4 menu, choose System Setting > User Setting or

   After Login, choose System Setting > User Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

2. Click Import.

3. Click Import CSV File.

4. Select a CSV file.

   Click Browse to make a selection. If you import a CSV file for both User Information and Group Information, enter both file names.

5. Click Import.

6. See Step 7. for a walkthrough of the registration process.

7. Register user information in a CSV file.

   • Cybozu Office 4 contains "John's" data as an initial group setting. See below for explanation:

   User: "John"'s Data
   

   User ID	18
   Name	John
   E-mail
   URL	http://
   Contact
   Password
   Default Group	Management
   Other Groups	Management, Sales/Marketing, R&D, Accounting, Finance, General Affairs

   • If you export this CSV file, it will be as follows:

   18,"John","","http://","","*","Management","Management", "Sales/Marketing","R&D","Accounting","Finance", "General Affairs"

   • From this file is the following user data:

   User: "John"s Data
   

   User ID	18
   Name	John
   E-mail	john@abc.com
   URL
   Contact	650-xxx-xxxx
   Password	johnpassword
   Default Group	Sales/Marketing
   Other Groups	Sales/Marketing, Management

   • User ID - You do not need to set this up in the initial setting. It will be assigned automatically.
   • Name - Set up the name of the users. After registration, only the system administrator can change this field.
   • E-mail - Set up an email address. In this example, enter "john@abc.co.jp". It will be possible to edit after registration.
   • URL - If the user has their own URL, enter its address. In this example, enter""(i.e., no address).
   • Contact - Contact information for the user. In this example, "650-xxx-xxxx". The user can change the setting from User Setting or User Directory after registration.
   • Password - Set up the password upon user request. In this example, set "johnpassword" as his password. After registration, the user can change the password from User Setting>Login Password Setting.
   • Default Group - Set up a Default Group. In this example, John's Default Group is Management. In this example, he set "Sales/Marketing" as the Default Group. If the user does not set up a Default Group, leave it blank. The user can edit the Default Group from User Setting or User Directory.
   • Other Groups - Other Groups the user belongs to. In this example, set John to belong to Sales/Marketing and Management.
   • In this example, you will see the following CSV file information.

   18,"John","john@abc.com","","650-xxx-xxxx","johnpassword","Sales/Marketing", "Sales/Marketing","Management"

   • User data is created on one line. When done creating, please save in the CSV format. Please import the CSV file by following the instructions under "How to Register" above.
   • When initially registering user data, please delete all user and import files.

   *Notice: If you delete User Information The corresponding user's data are deleted in User Directory, Scheduler 4, Whereabouts 4, ToDo List 4 and WebMail 4. The users data in other applications (ex) Bulletin Board or Forum) are maintained but only System Administrators can delete the file. If the data is deleted by mistake, please restore with Backup files.

   • Items must not exceed 100 characters. When editing from the browser, a 100-character maximum applies to both Internet Explorer and Netscape.

8. Register Group Information from CSV File

   • Office 4 contains "Finance" data as an initial setting. See below for explanation:

   Group: "Finance" Data
   

   Group ID	14
   Name	Finance
   E-mail
   URL	http://
   Contact
   Fax

   • If you export this CSV file, it will be as follows:

   "14","Finance","","http://","",""

   • From this file is the following user data:

   Group: "Finance" Data
   

   Group ID
   Name	Finance
   E-mail
   URL
   Contact
   Fax

   • Group ID - You do not need to set this up here in the initial setting. It will be assigned automatically.
   • Name - Set up the name of the Group. In this example, "Finance." After registration, only the system administrator can change this field.
   • Email - Set up the email address (if the group has an email address). In this example, put ""(No email address).
   • URL - If the Group has a home page, set up a URL for reference. In this example, ""(No URL).
   • Contact - Set up a Contact. In this example, ""(No Contact).
   • Fax - If a Group has a fax number, set up this field. In this example, (No Fax number).
   • Then the CSV File is displayed as follows:

   "","Finance","","","",""

   • The data of a group is created on one line. When you finish creating the file, save in the CSV format. Please import the CSV file by following the instructions under "How to Register" above.
   • When initially registering user data, please delete all user and import files.

   *Notice: If you delete Group Information The corresponding Exclusive Group's data are deleted in Bulletin Board 4 and Forum 4. The users data in other applications (ex) Bulletin Board or Forum) are maintained but only System Administrators can delete the file. Group information of users who belonged to the Group will be disappeared. (If the Group was the only group a user belonged to, the user will not belong to any group after the deleting the Group. If you change Group ID Group ID is assigned by Cybozu Office 4 automatically. Deleting ID number means the same thing as deleting its Group Information. Once you delete ID number, you can not return to the Group just by setting ID number again. Cybozu Office 4 will assign new ID number to the user. If the data is deleted by mistake, please restore with Backup files.

   • Only the system administrator can change Registered Group information.
   • You can set up a password at 64 bytes maximum and 100 characters maximum for other items. In editing from the browser, 100 characters is the maximum in both Internet Explorer and Netscape.