Go Premium for a chance to win a PS4. Enter to Win

x
?
Solved

Outlook 2010, 2007, 2003 - How to add contacts from an EXCEL or WORD file

Posted on 2013-01-09
2
Medium Priority
?
491 Views
Last Modified: 2013-01-10
Hi:
I have email addresses, first names and last names which I would like to add into my Outlook.  How can I do this?
0
Comment
Question by:brothertruffle880
2 Comments
 
LVL 25

Accepted Solution

by:
Tony Giangreco earned 2000 total points
ID: 38761068
0
 
LVL 20

Expert Comment

by:Alan
ID: 38761082
Hi,

Firstly, backup your excel file. Depending on your versions of Excel and Outlook, you might want to ensure that your excel file is in '97 - 2003' format.  If it currently has a .xlsx file extension, open the excel file, do a file - save as, and change the drop down box to 'Excel 97 - 2003' version, which will save it with a .xls extension.  If you get warnings about compatibility, they can probably be ignored, since you are just importing plain data, and most compatibility issues will be formulae or formatting.

While your at it, I would generally convert all the data to plain text (copy - paste as values), and remove any other worksheets in the file, so you only have a single worksheet with just the data to be imported.  Formatting won't matter - it won't go over to Outlook anyway.

I have Outlook 2007 open in front of me, but 2003 and probably 2012 will be similar:

In Outlook, you'll be choosing WHERE to import the contacts to.  You can choose an existing contacts folder, but I always create a new, empty folder in Outlook to import to, then I can see what I got, and if something went wrong, just delete them all in Outlook and start again easily.  I suggest you do the same.

From Outlook choose:

File - Import and Export

which will open the wizard.

Choose 'Import from another program or file'

Next

Microsoft Excel (the version of excel shouldn't matter if you did the conversion above)

Next

Find the excel file you saved above.

Choose your option for duplicates.  since you are importing into an empty contacts folder in Outlook, then moving things around from there, duplicates are not an issue when doing the import, but its up to you.

Next

Select the empty contacts folder you created above

Next

Check that the action reflects the choices you made so far, and click on 'Map Custom Fields'

Here you have to go through and ensure that each field in the excel file is mapped into the correct field in Outlook.  This is the only time consuming part, and is very important to keeping your contacts tidy, so do go through very carefully!  Click on the plus buttons on the RHS to expand sections as required.  Note that some are 'pre-mapped' - check those too, just in case your data fields use the same name as Outlook for different information!

Once completed, click OK.

If you are happy, click on Finish, and wait while the import runs.

Once done, go to the new contacts folder in Outlook, and go through all (or a sample) of the contacts to make sure they look right, and the data has been imported to the correct fields.  If you find errors, you can either delete all the contacts you just imported, and go back to the start, remapping as required, or if it is just a few, fix them manually in Outlook.


If you back up your excel file before starting, and use a new empty contacts folder, the worst that can happen is that you waste a bit of time, learn something, and go through the process twice.

If you do import into an existing contacts folder, undoing the import, and deleting what you brought in could be extremely difficult if not a practical impossibility, so I really recommend you don't try that.


If the import is fine, you can either leave the imported contacts in the new folder (forever) if you like, or move them into your main contacts.  I generally leave them separate so that if I want to re-import from an updated source later, I can just delete them all from that folder, and re-import without touching my other contacts.

HTH,

Alan.
0

Featured Post

Nothing ever in the clear!

This technical paper will help you implement VMware’s VM encryption as well as implement Veeam encryption which together will achieve the nothing ever in the clear goal. If a bad guy steals VMs, backups or traffic they get nothing.

Question has a verified solution.

If you are experiencing a similar issue, please ask a related question

We aren’t perfect, just like everyone else.  Check out the email errors our community caught and learn the top errors every email marketer should avoid.
By default Outlook 2016 displays only one time zone in the Calendar. The following article explains how to display two time zones in one calendar view.
To add imagery to an HTML email signature, you have two options available to you. You can either add a logo/image by embedding it directly into the signature or hosting it externally and linking to it. The vast majority of email clients display l…
There are cases when e.g. an IT administrator wants to have full access and view into selected mailboxes on Exchange server, directly from his own email account in Outlook or Outlook Web Access. This proves useful when for example administrator want…

972 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question