Topic 4D: Import and Export Contacts

Transcription

1 Topic 4D: Import and Export Contacts If a corporation merges with another corporation it may become necessary to add the contacts to the new merged companies contact folder. This can be done by Importing the Contact lists to your Contact folder or alternatively Exporting your contacts to have them added to someone else s Contact folder. Steps to Know: Import contacts to Outlook 1. Select File from the Ribbon 2. Choose Open & Export > Import/Export. 3. Choose Import from another program or File, and then choose Next.

2 4. Choose Comma Separated Values, and then choose Next. A.csv File is a Comma Separated Values File 5. In the Import a File box, browse to your Contacts File, and then double-click to select it.

3 6. Choose one of the following to specify how you want Outlook to handle duplicate contacts: i) Replace duplicates with items imported - If a contact is already in Outlook and your contacts File, Outlook discards the info it has for that contact and uses the info from your contacts File. You should choose this option if the contact info in your contacts File is more complete or more current than the contact info in Outlook. ii) Allow duplicates to be created - If a contact is in Outlook and your contacts File, Outlook creates duplicate contacts, one with the original Outlook info and one with the info imported from your contacts File. You can combine info for those people later to eliminate duplicate contacts. This is the default option. iii) Do not import duplicate items - If a contact is in Outlook and your contacts File, Outlook keeps the info it has for that contact and discards the info from your contacts File. You should choose this option if the contact info in Outlook is more complete or more current than the info in your contacts File. 7. Click Next. 8. In the Select a destination folder box, scroll to the top if needed and select the Contacts folder > Next. If you have multiple accounts, choose the Contacts folder that's under the account you want to be associated with the contacts. 9. Choose Finish.

4 Outlook begins importing your contacts immediately. You'll know it's finished when the Import Progress box closes. To see your contacts, at the bottom of Outlook, choose the People icon. If you have a lot of business or personal contact information that you keep in a spreadsheet, you can import it straight into Outlook 2016 with just a little preparation. There are three major steps: 1. Save your Excel workbook as a.csv File. 2. Import your contacts. 3. Map the Excel spreadsheet columns with the appropriate Outlook fields. Step 1: Save your Excel workbook as a.csv File

5 Outlook can import comma separated value (.csv) Files, but not workbooks with multiple sheets, so step 1 is saving your Excel workbook as a.csv File. Here s how: 1. In your workbook, click the worksheet with the contact information you want to import. 2. Click File > Save As. 3. Choose where to save your File. 4. In the Save as type box, choose CSV (Comma delimited) (*.csv), and click Save. Step 2: Import your contacts NOTE: If you re importing the.csv File into an Outlook.com account (or another Exchange ActiveSync account) in Outlook 2016, see Import contacts into an Outlook.com account. 1. At the top of your Outlook ribbon, choose File 2. Choose Open & Export > Import/Export. 3. Choose Import from another program or File and then click Next.

6 If you are prompted to enter a password and you haven't set a password, click Cancel to move to the next window. 4. Choose Comma Separated Values and click Next. 5. Browse to the.csv File you want to import. 6. Under Options, choose whether to replace duplicates (existing contacts), create duplicate contacts, or not import duplicates. 7. Click Next and choose the destination folder for your contacts. Contacts should be selected by default, but if it's not, scroll up or down until you find it. You can also choose a different folder, or create a new one. 8. Click Next. 9. Make sure the check box next to Import "MyContacts.csv" (assuming that's your File name) is selected. 10. Don't click Finish yet, because you'll need to "map" some of the columns in your CSV File to the contact fields in Outlook. Mapping can help the imported contacts turn out just the way you want.

7 Steps to Know: Map your CSV File columns to Outlook contact fields 1. Select the Map Custom Fields button. The Map Custom Fields dialog box appears. o o o Under From, you'll see a box with the column names from the CSV File you're importing. Under To, you'll see the standard fields that Outlook uses for contacts. If a field matches a column in the CSV File, you'll see your column under Mapped from. The fields Name, First Name, and Last Name are standard Outlook contact fields, so if the contact information in your File has any of those contact names, you're good to go. 2. You'll probably need to do some manual mapping. For example, in this imported File, the contact's cell phone is in a column named "Cell Ph." It won't have an exact match in Outlook. But you can find a suitable match in Outlook by doing this: o Scroll down in the pane on the right, and you'll find Other Address, which has a plus sign (+) next to it. o Click the plus sign to expand what's under it, and you'll see a good match, Mobile Phone. 3. In the pane on the left, drag Cell Ph and drop it on Mobile Phone in the right pane. You'll notice that Cell Ph now appears next to Mobile Phone in the Mapped from column.

8 4. One at a time, drag the rest of the values from the left pane to the appropriate Outlook fields in the right pane. For example, you might drag Address to either Home Street or Business Street, depending on the type of address for your contacts. 5. Click Finish. Your contacts are imported into Outlook. 1. For each Contact, you want to import to the.csv File, choose OK. 2. When you're finished, choose Close. 3. At the top of the File Explorer page, choose Export.

9 4. Choose CSV File > Export. 5. Choose Browse to name your csv File. 6. In the File name box, type a name for your.cvs File. In this example, I named my File "my contacts from icloud."

10 7. Choose the fields you want to export into the.csv File and then choose Finish. It's recommended that you accept the defaults for now. You can always create another csv File if you want other fields. 8. You'll get this final message that your contacts have been exported to a.csv File. 9. You can use Excel to open your.csv File to see what's there. You can add more info to the csv File if you want, but be sure not to change the top row of headings.