mapping fields in MS outlook...

Posted on 2006-05-21
Last Modified: 2010-04-08

I am using Ms outlook 2003. I am trying to import an old address book from an older vendor’s program. I temporarily parked that address book in a MS access 2003 data base, so I could clean it up, and now I am ready to import it into Ms out look.
However, I am not familiar with how to accomplish what I want. Firstly, the fields in the Ms access DB have names that do not co-incide with ms outlook. And I would like to retain my old field names. Which means I will have to add them to those of my contacts in outlook.
Secondly, I would like these fields to be displayed, when I view the properties of my contacts in Ms Outlook. So there for I must customize the view displayed  in the properties of contact in out look.
Also, the phone numbers are show in access as text. Will out look accept this format of telephone numbers…there is no mask on them.

Any help appreciated.

Question by:intelogent
    LVL 14

    Accepted Solution

    I think you can just take the MDB file, use the Outlook import wizard to import the info.  In the Wizard, I believe there is a point where it asks you to match the Access fields with the outlook fields i.e. your Access field that has the first name gets matched to the Outlook field that has the first name, etc.  Follow the wizard instructions and that should import everything nicely for you.

    If that didn't work, for some reason I remember doing it in a round about way for reasons I don't even remember why now.

    If you don't mind a backwards way of doing it.  I can tell you how I did mine's a while ago.  I was using excel and a text file.  

    biggest thing was i needed a structure to use to import into Outlook, so
    1. I created an entry in the address book and filled in all of the fields i.e. first name with a person's first name, etc.
    2. I exported the address book to either a text file or csv file (it only contained the 1 entry); this will provide a structure to add your data to
    3. opened the exported file in Excel.
    4. I opened the real data set in another spreadsheet.
    5. I selected the columns of real data and pasted it under the the closest field in my exported sheet; i.e. my real data set's first name column would be pasted in the first name column in the sheet I just exported.
    6. repeat this until I got all the real data copied over to the exported sheet.
    7. save the sheet.
    8. using outlook, just re-import that sheet and your real data is now in outlook.

    I think Outlook had an option to export to several database format including Access, so you can do the same thing with Access.

    Hopefully one of those helps...

    LVL 14

    Expert Comment

    Oh, you will notice that outlook sports many extra fields.  I don't recall if they can be renamed or not; but I think they can be toggled to be displayed or hidden.  So anything that can not be placed into a named Outlook field can be placed there.


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