How to Transfer Your Contact Information Into Microsoft Outlook 2010

Transcription

1 How to Transfer Your Contact Information Into Microsoft Outlook 2010 Your Contacts Exported To an Excel Spreadsheet (CSV Format ) Now Located on a Device or Computer Then To Outlook 2010 on an L&F Computer

2 Linked Table of Contents Transferring Contacts to Outlook 2010: Overview of the Three Phases Phase 1: Getting Started with Phase 1 Phase 2: Android Phone to Excel CSV Phase 2: Gmail to Excel CSV Phase 2: Yahoo Mail to Excel CSV Phase 2: SharperAgent to Excel CSV Phase 2: If Some or All of Your Contacts are on an iphone or ipad Phase 2: How to review your Excel CSV Spreadsheet Phase 2: What to do in Excel CSV if you have ONE Column with both First & Last Name Phase 3: Getting Started with Phase 3 Phase 3: How to Import the Excel CSV Spreadsheet into Outlook 2010 Phase 3: Matching the Fields in Your Excel CSV to the Fields in Outlook 2010 Phase 3: What to do if you have Contacts from more than one source Phase 3: Understanding the Outlook Contacts Folder and Moxi Engage People

3 A Three Phase Process Phase 1 Where are Your Contacts... Are you Contacts located: On your phone or other device? o iphone or ipad o Android phone or tablet? In a browser on a laptop or desktop? o Do you use Gmail for contacts? o Do you use Yahoo Mail for contacts? o Another service for contacts?

4 A Three Phase Process Phase 2 Your Contact Information Details 1. Exported from your device or computer to an Excel Spreadsheet and saved in Excel CSV format 2. The Excel CSV file is then placed on the desktop of a L&F office computer (using or from cloud file storage) Now Located on a Device or Computer

5 A Three Phase Process Phase 3 Match Excel Column Information on to Outlook 2010 Fields Match Fields Make sure your Excel CSV spreadsheet has headers above each column for information you will need such as: Name Address address Phone Category (if you use Categories or Groups) Notes (if any) Match the fields of information from your Excel CSV spreadsheet to the fields of information in Outlook 2010

6 Let s Get Started

7 Phase 1 Where are Your Contacts? Where are Your Contacts... Are you Contacts located: On your phone or other device? o iphone or ipad o Android phone or tablet? In a browser on a laptop or desktop? o Do you use Gmail for contacts? o Do you use Yahoo Mail for contacts? o Another service for contacts?

8 Phase 1 You should now know where your contact information is currently located. When you do, this completes Phase 1. Use one of the following Phase 2 resource slides to obtain the steps that you will use to export your contact information to an Excel CSV file. No matter where you currently have your contact information (smartphone, Gmail, Yahoo Mail, etc.) you must first export your Contact information to a Microsoft Excel spreadsheet and save it in Excel CSV (Comma Separated Value) file format. To successfully complete all Phases you will need to use a Long & Foster office computer which all have Microsoft Outlook Be sure to save your Excel CSV file in your cloud file storage space OR you can your Excel CSV file to yourself and open that when you are using a Long & Foster office computer (final Phase 3).

9 How to Transfer Your Contact Information to a Microsoft Excel Spreadsheet Your Contact Information Details Phase 2 Now Located on a Device or Computer

10 Phase 2 Android Phone to Excel CSV Note: Since there are many Android phone models and many Android operating systems it is suggested to search the Google Play store for an app to assist with this task. Most apps that will export your Android Contacts to an Excel CSV file are free. It is suggested that Android phone users search the Google Play store using the words export Android Contacts to CSV. Below are two suggested apps. Suggested Android Phone App names (there are many): Contacts Backup Excel & Contact to Excel

11 Phase 2 Gmail to Excel CSV Web Resource Link: -to-export-gmail-contacts-toexcel YouTube Video Resource Link:

12 Phase 2 Yahoo Mail to Excel CSV Web Resource Link: html YouTube Video Resource Link:

13 Phase 2 SharperAgent (My CMS) To Excel CSV View this short YouTube video by clicking this link: Or follow these steps: Log onto SharperAgent and click Contacts Select the Contacts you want to export to Excel by selecting a Group or some or all of your Contacts Click the Download Contacts link on the right Choose the Fields you would like to be in your Excel CSV spreadsheet by clicking the field name in the the left column and then clicking the right arrow in the center to move that field to the right column **to choose multiple fields hold down the CTRL key** Click the Done button at the bottom Click the Download button on the next screen This will automatically save your selected contacts as an Excel CSV file Save the file to your cloud file space or to a space for easy retrieval

14 Phase 2 Review Your Excel CSV spreadsheet to make sure that you have Column Headers that represent the contact information you will need later in Outlook In Phase 3 you will need to match your Excel CSV contact information column names with the contact fields that exist in Outlook Here is a sample of possible column headers you may need: Name Address Address Phone Category Notes

15 Phase 2 What if you have ONE column that has BOTH First Name and Last Name? If you have ONE column that contains BOTH First Name and Last Name (as you see below) the you will need to use the Microsoft Excel Text to Column Feature Follow the steps on the right View this short YouTube video by clicking this link: ka Or follow these steps: Select (highlight) the column that contains both First Name and Last Name Go to the Data tab at the top of Excel Choose Text to Columns Choose Delimited in the new window Click the checkbox to the left of Space (will use the space between First Name and Last Name) View the preview of what the separated First and Last Name will look like at the end Click the Next button At the bottom of the next window click the first column, hold down your ShiftL key and click the second column Click Text under Column Data Format Click the Finish button Be sure to type First Name and Last Name as new headers for the newly separated columns

16 Phase 2 iphone and ipad Users Important Notes iphone and ipad users will NOT need to create an Excel CSV spreadsheet However, using these directions they WILL be required to set up a Long & Foster account on their iphone or ipad The following slides provide details on connecting contacts on an iphone or ipad to Moxi Engage using a Long & Foster account

17 Phase 2 If Your Contacts Reside on an iphone or ipad You must first know if you have already set up a Long & Foster account on your iphone or ipad. If you have already set up a Long & Foster account on your iphone or ipad successfully and you are using that Long & Foster account for business purposes then you will see your Long & Foster Contacts in Moxi Engage as People. If your situation fits this description then you have completed the Contacts transfer process and can begin to use Moxi Engage. If you have NOT set up a Long & Foster account on your iphone or ipad then you MUST set up a Long & Foster account: o Click this link for step by step directions on how to set up a Long & Foster account o OR call the Long & Foster Help Desk for assistance at If you have Contacts on your iphone or ipad that are NOT in your Long & Foster Contacts then you will need to sync those Contacts with your Long & Foster Contacts. We suggest you use the Contact Mover and Account Sync app available from the Apple App store (download using your iphone or ipad Important information about the Contact Mover and Account Sync app: The Contact Mover and Account Sync App is a free download in the Apple App store If you have more than 40 Contacts then during the set up process for the Contact Mover and Account Sync app, you will have to purchase ( Buy ) the app for $3.99 using your Apple itunes account this is done seamlessly during the setup process. Please see succeeding slides for screenshots of the set up and usage of the Contact Mover and Account Sync App If you have Contacts from other sources in addition to those on you iphone or ipad then AFTER you follow the steps above on this slide you will need to follow the directions on What to do if you have Contacts from more than one source (click this link to go to this topic in this document) Please note that the Contact Mover and Account Sync app will sync all chosen groups of contacts that are on your iphone and ipad. This app will NOT eliminate duplicates. However, if you use the Contact Mover and Account Sync app all chose groups of contacts will all have the same Contacts.

18 Phase 2 iphone or ipad Users That Need the Contact Mover and Account Sync App Please be sure to read the previous slide to determine if you need the Contact Mover and Account Sync app, which is available in the Apple app store on your iphone or ipad If you do need this app it is a free download and the next slides will provide you with an introduction to setting up and using this app After the Contact Mover and Account Sync app is downloaded and launched, allow for the app to access you Contacts. Click OK

19 iphone or ipad Users: Using the Contact Mover and Account Sync App The Contact Mover app will show you all groups of Contacts that are accessible on your device. If you see Exchange those are the Long & Foster Contacts. The Long & Foster Contacts consist of the main Contacts folder (designated by Exchange0) and any subfolders you may have. Click to select which folders you want to sync. A green check will display to the right of your chosen folders. This will mean that when the sync is complete the selected folders will contain all of the same Contacts. Phase 2 After choosing the Contact folders the app will ask you if you would like to synchronize these contacts. Choose Yes.

20 iphone or ipad Users: Using the Contact Mover and Account Sync App The Contact Mover app will count the number of Contacts that you have If the number of contacts that you have is more than 40 you will need to purchase the upgraded app for $3.99 using your itunes account The upgraded app purchase can be completed easily within the Contact Mover app here and now. Click Yes to begin the process of purchasing the upgraded app. Phase 2 This is another notification that you need to purchase the upgraded app if you have more than 40 Contacts Click OK

21 Phase 2 iphone or ipad Users: Using the Contact Mover and Account Sync App The Contact Mover app will ask you if you want to purchase Unlimited Syncs and Moves which means syncing more than 40 Contacts. Click to have the app go to the Apple app store. Now the app is in the Apple app store, which requires a confirmation to purchase. Click Buy to confirm that you wish to purchase the app upgrade.

22 Phase 2 iphone or ipad Users: Using the Contact Mover and Account Sync App The Contact Mover app may ask you if you would like to receive notifications such as sounds, badges and alerts. This is your decision but we recommend clicking Don t Allow as you do not need notifications after you use this app for this purpose. You will now see a visual confirmation that the sync has happened Click Continue at the upper right corner

23 Phase 2 iphone or ipad Users: Using the Contact Mover and Account Sync App This is a confirmation that the Contact Mover app s sync has succeeded The final app screen indicates that the Sync is done If one of your Contacts Folders chosen for sync was your main Long & Foster Contacts folder (Exchange) then when you logon on to Moxi Engage you will see all Contacts as People

24 How to Match Excel CSV Column Information to Outlook 2010 Fields Match Fields

25 Phase 3 Begins with Your Excel Spreadsheet Saved as in Excel CSV File Format Before you can import your contact information into Outlook 2010 you much have your contact information in a Microsoft Excel spreadsheet saved in Excel CSV format. Then you will need to be in a Long & Foster office using a Long & Foster computer because all L&F computers have Microsoft Outlook 2010 It is suggested that you retrieve your Excel CSV spreadsheet and place it on the Desktop of the Long & Foster computer you are using.

26 Begin with Your Excel Spreadsheet (CSV File Format) on Your Desktop

27 How to Import the Excel CSV Spreadsheet into Outlook 2010

28 Begin the Import Process in Outlook Click the File Tab at the top left Click Open in the left list of choices Click Import on the right

29 Starting the Import and Export Wizard The Import and Export Wizard window will display Click and choose Import from another program or file from the list of actions to perform Click the Next button at the bottom

30 Using the Import a File Window The Import a File window will display Click and choose Comma Separated Values (Windows) The Excel spreadsheet that you created should now be on you desktop and be a file type called Comma Separated Values or CSV Click the Next button at the bottom

31 Navigate to Your Desktop and Choose your Excel Spreadsheet Click the Browse button to browse your computer s files Click and choose Desktop Click the Excel spreadsheet you created After you click your spreadsheet s file name the Open Button will become an OK button. Click OK

32 You are now ready to import your Excel Spreadsheet You have now used the Import a File window to point to your Excel spreadsheet on your desktop Click the Next button at the bottom

33 Choose Your Main, Top Level Contact Folder as the Destination Scroll to the Contacts list Click and choose the top level Contacts folder (NOT any subfolder of Contacts) Click the Next button

34 How to Set Up the Contact Details from your Excel CSV Spreadsheet to the Fields in Outlook 2010 You now have linked Outlook to the Excel spreadsheet. Your spreadsheet s contact details now need to match the Field Names in Outlook. You will now use Outlook s Map Custom Fields feature to match your contact s details to the correct fields in Outlook.

35 Setting Up Your Contact Information: Map Custom Fields Before you can complete the import of your Excel CSV spreadsheet you first must match the contact details from your spreadsheet to the fields that exist in Outlook The spreadsheet contains many columns that have information. Not all of this information may be needed for your use in Outlook and some information field names may not be the same as those in Outlook. Follow these steps to Map or match the information from your spreadsheet to the correct fields in Outlook. Click the Map Custom Fields button

36 Go Left to Right: Spreadsheet Details on the Left to Outlook Fields on the Right <Below Read (1) then (2) then (3)> (2) In the Map Custom Fields window the Fields where Outlook information reside in your new Outlook folder are in the right column. (1) In the Map Custom Fields window the contact information field names that are in your spreadsheet are in the left column (3) Follow the next slides to click and drag the information field you need from the left (your spreadsheet) to the right (your new Outlook contacts folder)

37 Expand the Name Fields on the Right in Outlook To reveal First Name and Last Name in Outlook click the plus sign (+) in the right column Now you can click and drag First Name on the left to First Name on the right. Then click and drag Last Name on the left to Last Name on the right

38 Office Address, City, Zip (left) to Business Street, City, Postal Code (right) To reveal Business Street, City and Postal Code (Zip) in Outlook, scroll down in the right column and click the plus sign (+) to the left of Business Address Now you can click and drag Office Address on the left to Business Street on the right. Then click and drag Office City on the left to Business City on the right. Then Office Zip on the left to Business Postal on the right This is ONE example. Your spreadsheet address fields may be different Click and drag your spreadsheet address fields to those that match Outlook on the right

39 Scroll Down to Phone in Both Left and Right Scroll down to Phone information in both the left and right column In the example above click and drag Phone 1 on the left to Business Phone on the right. Then click and drag Phone 2 on the left to Business Phone 2 on the right. Click the OK button at the bottom of the Map Custom Fields window when you finish. **Read This First** How the phone details are labeled and organized in your spreadsheet will dictate where they should reside in Outlook. For example if your spreadsheet has Phone 1 and that is the Business Phone then click and drag it to Business Phone on the right in Outlook. Another example is, your spreadsheet may have cell phone. Click and drag cell phone to Mobile Phone on the right in Outlook.

40 Match Excel Spreadsheet Categories with Categories in Outlook

41 Match Excel Spreadsheet Notes with Notes in Outlook

42 Click Finish to Complete the Process Click the Finish button at the bottom of the Import a File window to complete the process

43 Do you have contacts from more than one source? (examples: Contacts in Yahoo Mail + Contacts from your phone + Contacts from Gmail?) Use these directions to create multiple subfolders and eliminate duplicate Contacts If you have contacts from more than one source or device you should: 1. In Outlook, create a subfolder for each source under your main Contact folder (ex. A Yahoo Contacts subfolder, an iphone or Android Contacts subfolder and a Gmail Contacts subfolder). 2. Complete Phase 1, 2 and 3 for each source of contacts but put them in the appropriate subfolder 3. Move the contacts from each subfolder to the Main Contacts folder in Outlook 2010 by using the directions that follow here to easily manage and eliminate duplicates in the Main Contacts folder.

44 How to Create Subfolders Below Your Main Folder in Outlook 1. In Outlook 2010 go to Contacts 2. Place your mouse arrow on the main Contacts folder (under My Contacts) 3. RIGHT click your mouse to display the menu 4. LEFT click New Folder to display the Create New Folder window 5. Type in the name of your new subfolder (in this example Yahoo Contacts) 6. Click the OK button in the Create New Folder window

45 How to Create Subfolders Below Your Main Folder in Outlook You now have a new subfolder UNDER the main Contacts folder Now you need to: 1. Follow Phase 1 and Phase 2 outlined in this document to transfer your Yahoo Mail contacts (or other source of Contacts you have ex. Gmail) to the new contact subfolder 2. In Phase 3 when you choose the Contact folder destination choose the newly created Contacts subfolder as the destination for your these contacts 3. The next slides will demonstrate how to move contacts from a subfolder to the main Contacts folder

46 How to Move Contacts in a Subfolder to the Main Contact Folder AND Eliminate Duplicates 1. Left click the first contact in your subfolder 2. Go to the LAST contact in your subfolder, hold down your SHIFT key and left click the last contact. You have now selected all of the contacts in your subfolder.

47 How to Move Contacts in a Subfolder to the Main Contact Folder AND Eliminate Duplicates 1. RIGHT click any of the selected Contacts in your subfolder to display a menu 2. Move your mouse arrow in the menu to the word Move to display a second menu 3. In the second menu LEFT click to select and choose Other Folder 4. The Move items window will display 5. In the Move Items window left click and select the main Contacts folder 6. Click the OK button

48 How to Move Contacts in a Subfolder to the Main Contact Folder AND Eliminate Duplicates If you have duplicates in your main Contact folder the Duplicate Contact Detected window will display it will indicate how many duplicates you have at the top of the window 1. Make sure that the radial button is checked in black that is labeled Update information of selected Contact. A backup copy will be saved in Deleted Items Folder. 2. Click the Update button at the bottom to update the displayed contact. This will add any information from all duplicates into ONE fully updated contact. 3. OR you can choose to click the Update All button at the bottom to update each duplicated contact to create ONE contact for each duplicate that has all information.

49 View all Transferred Contacts in the Main Outlook Contacts Folder In Moxi Engage You will see all of the same Contacts as People