USA Southern Territory IT

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1 Title Recreate personal groups from Lotus Notes in Outlook 1.0 Purpose This document provides instructions on how to recreate personal groups from Lotus Notes into Outlook without having to type each group member by using features in Microsoft Excel 2.0 Instructions 1. Open your personal group in Lotus Notes 2. Hold down the Ctrl key and press the A key. This will select all addresses as shown above 3. Hold down the Ctrl key and press the C key. This will copy all the highlighted names.

2 4. Open a new blank Excel worksheet 5. Click on the first cell A1 6. Hold down the Ctrl key and press the V key. This will paste all the names copied from your group as shown above

3 7. Click on the Data ribbon menu at the top 8. Click on Text to Columns

4 9. If s are in the form as above a. Check the Other box under the Delimiters section b. in the box c. You will see a preview of the results in the window at the bottom 10. Click Next

5 11. Check General for the Column data format section 12. Click Finish

6 13. You will now see the firstname.lastname in Column A. 14. Click on A to highlight all the names 15. Hold down the Ctrl key and press the C key. This will copy all the names in column A.

7 16. If the names are firstname lastname/uss/sarmy (or similar context with / ) as above then you need to use / as the delimiter in Excel instead 17. Copy the names in the group within Lotus Notes a. Hold down the Ctrl key and press the A key. This will select all addresses as shown above b. Hold down the Ctrl key and press the C key. This will copy all the highlighted names.

8 18. Open a new blank Excel worksheet 19. Click on the first cell A1 20. Hold down the Ctrl key and press the V key. This will paste all the names copied from your group as shown above

9 21. Click on the data menu and Text to Columns 22. Choose delimited 23. Click next

10 24. Check Other and type /. Verify the names are separated in the Data Preview window. 25. Click finish

11 26. Click the A column to highlight all the names 27. Hold down the Ctrl key and press the C key. This will copy all the names in column A.

12 28. Open Outlook and Click on People in the bottom left corner 29. Click on New Contact Group near the top 30. Click on Add Members on the ribbon near the top 31. Click on From Address Book

13 32. Click on the field at the bottom next to Members 33. Hold down the Ctrl key and press the V key. This will paste all the names copied from column A in the Excel spreadsheet 34. Click OK or press the Enter key

14 35. If Outlook does not recognize a name you will see the above window pop up. Notice it states that Outlook does not recognize firstname.lastname Note: If you click Cancel you will see the following. Notice that some of the names are still in the firstname.lastname format instead of Firstname Lastname format. These names were not found by Outlook. 36. Click Show More Names

15 37. You will see the above window come up. Click on the Address Book field and choose Global Address List. 38. Click Go next to the search box 39. If you do not get the name you want then change the Address Book field to USS Address Book 40. In the above instance neither address book can find bobbie.westmoreland.

16 41. Try searching by just the last name as shown above(or the first name). Outlook finds Bobby Westmoreland. 42. If you do not find it in one address book, try another.

17 43. Follow steps until all the names are found and there are no more names listed as firstname.lastname and show as Firstname Lastname. In the above instance Outlook did not recognize james.deuel. Changed the Address Book to Global Address List and Outlook found James Deuel.

18 44. Once all the names are recognized by Outlook you will see the list of names in the New Contact Group as above.

19 45. Click Save and Close 3.0 Help For the fastest IT support, please contact the USS THQ Help Desk using one of the following methods: Send to Submit a CSR via Call the Help Desk at x10701 if you are on 5 digit dialing Call the Help Desk at