External contacts

External contacts are users from outside your organization. These can be employees of partner companies, contractors, or customers. Add external contacts to Yandex 360 for Business so that your employees can quickly find the people they need in Yandex Mail, Calendar, and Disk. For example, when they write emails, add participants to meetings, or set up shared access to folders.

You can add up to 200,000 external contacts for a single organization.

Add

Uploading as a list

You can add multiple external contacts to your organization at once using a CSV file.

1. Download the CSV file template — you can use it as a sample.

   1. Open the organization's account admin.yandex.ru.

   2. In the menu on the left, select Employees → External contacts.

   3. If you're adding external contacts for the first time, click Download list in the center of the screen.

      If your organization already has external contacts, click Add above the table and select Upload as list.

   4. Click Download template and save the file to your device.

2. Following the template, create a new file for uploading the contact list.

   1. Populate the downloaded file with your data:

      • Leave the first line unchanged — these are the field headers.

      • Following the examples in lines 2–6, add the external contact information to the file. Make sure to delete the lines with the examples.

        Field description:

        N	Field	Contents	Comment
        1	last_name	Last name
        2	first_name	First name
        3	middle_name	Middle name
        4	title	Position
        5	company	Company
        6	address	Postal address
        7	department	Department
        8	phone_number	Phone number
        9	is_main_phone_number	Main phone number attribute	Possible values: true — Primary number. false — Additional number. There can only be one primary number.
        10	phone_number_type	Phone number type	Possible values: work — Work phone. mobile — Mobile phone. ip — IP phone. For other phone number types, leave the field blank.
        11	email	Email address	Should be unique throughout the entire list of external contacts.
        12	is_main_email	Main email attribute	Possible values: true — Primary email. false — Additional email. There can be only one primary email address.
        13	email_type	Type of email address	Possible values: work — Work email. For personal emails, leave the field blank.

      When you populate the file, follow these rules:

      • Use comma as the field delimiter.

      • Place values containing commas within straight quotation marks. For example, "ul. Lva Tolstogo, 16".

      • The value in the email field must be unique. If the file contains a line with an email address that already exists in the external contacts list of your organization, uploading it will result in an error.

      • To add additional email addresses or phone numbers to a contact, place lines with this information in the CSV file immediately after the line with the main information, leaving the first seven fields of such lines blank.

        Note

        You can only add additional email addresses or phone numbers to a contact that already exists in the external contacts list of your organization by editing it in the Yandex 360 for Business interface. How to edit an external contact in the interface

   2. Save the CSV file in UTF-8 encoding.

      Alert

      If you save the file in a different encoding, it won't be recognized correctly.

   3. Make sure that the file contains no more than 1000 lines and its size doesn't exceed 10 MB. If the file is large, split it into several smaller files.

3. Upload the list you've prepared.

   1. Open the organization's account admin.yandex.ru.

   2. In the menu on the left, select Employees → External contacts.

   3. If you're adding external contacts for the first time, click Download list in the center of the screen.

      If your organization already has external contacts, click Add above the table and select Upload as list.

   4. Click Select CSV file and select your file.

   5. Click Download list and wait for the upload to finish. The added users will appear in the External contacts list.

      If there's an upload error, the data from the file won't be uploaded. Correct the error and try to upload the list again.

Creating a contact manually

1. Open the organization's account admin.yandex.ru.

2. In the menu on the left, select Employees → External contacts.

3. If you're adding external contacts for the first time, click Add manually in the center of the screen.

   If your organization already has external contacts, click Add above the list and select Create manually.

4. Fill in the fields of the external contact card:

   • The fields with last name, first name, and email are required.
   • For work, mobile, and IP phone and for email you can add up to 15 additional values in addition to the primary ones. To do this, click to the right of the field.
   • All email addresses for contacts must be unique.

5. Make sure the entered information is correct and click Add.

6. If there are any errors in the input, the system will indicate the fields that you need to correct. Edit them and click Add again.

   If everything is filled in correctly, the user will appear in the list of external contacts.

Search

In the top-right corner of External contacts, you can see the search bar. Start entering the information about the person you want to find: name, last name, patronymic, email, or the name of the company where they work. A list of matching external contacts will appear on the screen.

Select a user from the list to open their card. The card displays all the information that's been added for this contact. If the contact contains additional phone numbers or email addresses, you can click Show more in the card to view them.

Edit

1. Open the organization's account admin.yandex.ru.
2. In the menu on the left, select Employees → External contacts.
3. Hover over the contact you want to edit. To find it more quickly, you can use the list search. See the Search section to learn how to find contacts.
4. On the right side of the line, click  and select Edit.
5. Change the contact information and click Save.

Delete

1. Open the organization's account admin.yandex.ru.
2. In the menu on the left, select Employees → External contacts.
3. Hover over the contact you want to edit. To find it more quickly, you can use the list search. See the Search section to learn how to find contacts.
4. On the right side of the line, click  and select Remove.
5. Confirm deletion.
6. The contact will disappear from the list. The files on Yandex Disk that were shared with this contact via a link and the meetings in Yandex Calendar to which they were invited will remain accessible to the contact. You can manually restrict access to the files and delete the contact from the meetings.

External contacts in Yandex Mail, Calendar, and Disk

Contacts that are not part of your organization are marked with the  flag.. Take this flag into account when sending emails, adding participants to meetings, or inviting people to a shared folder. This will reduce the likelihood of you accidentally sharing confidential information with an employee of another organization.

External contacts are displayed:

In Yandex Mail

• When you select recipients and view information about them.
  How to select recipients when writing an email
• In the emails search results.
  How to search through emails

In Yandex Calendar

• When adding event participants or viewing information about them.
  How to invite participants to an event

In Yandex Disk

• When setting up shared access to a folder.
  How to set up shared access to a folder

To add additional email addresses or phone numbers to a contact, place lines with this information in the CSV file immediately after the line with the main information, leaving the first seven fields of such lines blank.

A data format in which values are separated by delimiters (usually commas, but other delimiters can be used as well). It's usually used for storing tabular data and exchanging information between different systems.

A commonly accepted and standardized text encoding that allows storing Unicode characters. Widely used in operating systems and the web space.