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Import email addresses into Notes4.6

Posted on 2000-04-18
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Last Modified: 2013-12-18
I've got a pile of email addresses out of Act! (formatted "xxx","xxx"...) that I want to insert into my personal Notes address book.

Reformatting the file is no problem (through perl) but I've no idea how to manage things in Notes (4.6). Any help ?

Please speak slowly as I'm not a Notes poweruser (if there is such a thing...).

D
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Question by:dtavassoli
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5 Comments
 
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Expert Comment

by:Paebdb
ID: 2730423
Open the PAB in the person view and choose File-Import.
For the right structure of the file you have to consult the Notes Help.
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Accepted Solution

by:
sduncan99 earned 69 total points
ID: 2733440
1. Migrate your data to excel.
2. Insert a new row at the top
3. Put the Notes field name at the top of the column
The first row is what maps the column to a field in Notes
Here is a list partial list of field names:
FirstName
LastName
MailAddress - (This is the email address)
CompanyName
JobTitle
OfficePhoneNumber
PhoneNumber
BusinessAddress
OfficeZip
OfficeCountry
HomeAddress
Zip
Country
OfficeFAXPhoneNumber
CellPhoneNumber
All the fields list above need to be text and not numeric values when they are imported. Notes seems to convert cells that are all numbers to numeric even if they are formatted as text in Excel. To get around add a character to columns that need it so that it can not be converted. For instance, for Phone number don't just put in the phone number as "1234578", use Excel to format it as "(123)-456-7890". For Zip Codes add a dash to the end of the string "12345-"
4. Save the file as a "wk4" file.



Importing Your Data
1. Create a copy of you personal address book by opening it and choosing File-Database-New Copy, change the Title to Test Import and the filename to test.nsf. This so that if there are any problems you will not affect you work environment.
2. Open you test database by select File - Database - Open from the menu bar and type test.nsf in as the filename.
3. From the menu bar select - File - Import
4. The import dialog box will appear. Change the Files Of Type list to "wk4" and navigate to your file created above and click import.
5. The worksheet import setting dialog box will appear.
6. Under use form select "Contact". Be sure you don't select Contacts
7. Under column format. select "wks title defined"
8. Select "Calculate fields on form during document import"
9. Click OK
10. Ensure you got the results that you expected and then you can copy and paste those documents into you real personal address book.
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Author Comment

by:dtavassoli
ID: 2737177
Perfect !

I'd also buy you a beer, maybe next time in France.


D
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Expert Comment

by:sduncan99
ID: 2742522
Free beer, I am looking for a flight right now!!
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LVL 1

Author Comment

by:dtavassoli
ID: 2746860
BTW, I've got a slight quirk when I use the procedure :
- import is all right, but in my adress book main view the person is called "COMPANYNAME" ("MICROSOFT" or whatever appliabel).
If I double click, the name looks OK (John Doe) and If I click on Edit, it all seems OK. When I come out of there, the Main view "Name" is updated correctly. Problem is, I've got 500 names in there...

Any clues ?

D
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