How do I setup an EXCEL file to import to Outlook 2003 contact?

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Fred Zimnoch - 09 Apr 2006 22:23 GMT

I basically exported a contact folder to an EXCEL file. Then I thought I
could just add new row (records) to this Excel file and import back into
OUTLOOK. I go through the steps but new records are not imported.

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FRED

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Russ Valentine [MVP-Outlook] - 09 Apr 2006 22:54 GMT

You'll need to provide at least some information. There is none here.
What were you trying to achieve by exporting Outlook data to a different
format, then re-importing it? I can think of no reason to do so unless you
wanted to lose or corrupt your data.
You said you go through "the steps." What steps exactly and what happens?

Signature

Russ Valentine
[MVP-Outlook]

>I basically exported a contact folder to an EXCEL file. Then I thought I
> could just add new row (records) to this Excel file and import back into
> OUTLOOK. I go through the steps but new records are not imported.

Reply to this Message

Fred Zimnoch - 09 Apr 2006 23:32 GMT

What I want to do is create a contact folder with a list of people and
organizations that I want to send emails to. The list may be up to 200
entries.

Doing this by adding individual contacts in MS Outlook is time consuming.

It’s easier in EXCEL. So I’d like to create a contact list in Excel and
import it into a MS contact folder.

To test this operation I created a contact folder in EXCEL and using the
OUTLOOK wizard I exported it to EXCEL. It worked fine.

I added a couple of new rows to the EXCEL file and used the Outlook wizard
to import it into MS Outlook and that worked fine.

When I tried to add more rows to the EXCEL file and import with wizard to MS
OUTLOOK the new rows did not appear in Outlook after importing.

Can you provide an example of how to do this correctly?

Thanks.

Signature

FRED

> You'll need to provide at least some information. There is none here.
> What were you trying to achieve by exporting Outlook data to a different
[quoted text clipped - 4 lines]
> > could just add new row (records) to this Excel file and import back into
> > OUTLOOK. I go through the steps but new records are not imported.

Reply to this Message

Russ Valentine [MVP-Outlook] - 09 Apr 2006 23:44 GMT

Dubious claim. Explain why adding Contacts in Outlook is more difficult than
adding them in Excel.
Your contention suggests you are simply not familiar with Outlook.

Signature

Russ Valentine
[MVP-Outlook]

> What I want to do is create a contact folder with a list of people and
> organizations that I want to send emails to. The list may be up to 200
[quoted text clipped - 29 lines]
>> > into
>> > OUTLOOK. I go through the steps but new records are not imported.

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Fred Zimnoch - 10 Apr 2006 04:29 GMT

Hi, Well in Excel I can work in a worksheet were all fields are visible,
I can also type in column field and tab or move to next field. Hit enter to
find myself in the next row and start again. Also I'm more familiar with
Excel commands so mistakes are easier to correct.

If you have an example that shows MS Outlook to be as easy and straight
forward I'll not only be happy to try it but I might be come a cheering
customer.
FRED

> Dubious claim. Explain why adding Contacts in Outlook is more difficult than
> adding them in Excel.
[quoted text clipped - 32 lines]
> >> > into
> >> > OUTLOOK. I go through the steps but new records are not imported.

Reply to this Message

Russ Valentine [MVP-Outlook] - 10 Apr 2006 10:01 GMT

You can also work in a Table view in Outlook if you prefer that.
Considering the difficulty you are having trying to work first in Excel then
import into Outlook, you clearly need to broaden your horizon.

Signature

Russ Valentine
[MVP-Outlook]

> Hi, Well in Excel I can work in a worksheet were all fields are visible,
> I can also type in column field and tab or move to next field. Hit enter
[quoted text clipped - 51 lines]
>> >> > into
>> >> > OUTLOOK. I go through the steps but new records are not imported.

Reply to this Message

Fred Zimnoch - 10 Apr 2006 12:03 GMT

Hi Russ

I looked in OUTLOOK help and can't find anything on "table view". Can you
tell me how to go to "Table View"?

TIA

Signature

FRED

> You can also work in a Table view in Outlook if you prefer that.
> Considering the difficulty you are having trying to work first in Excel then
[quoted text clipped - 54 lines]
> >> >> > into
> >> >> > OUTLOOK. I go through the steps but new records are not imported.

Reply to this Message

Russ Valentine [MVP-Outlook] - 10 Apr 2006 21:09 GMT

There are a number of Table views.
Phone List is one, for example.
I'm sure it is easier just to enter names and addresses into an Excel
spreadsheet when that's what you're used to doing rather than having to save
each Contact Record individually, but if what you want is an Outlook Contact
database, it still may be easier and more reliable in the long run just to
enter the data into Outlook.

Signature

Russ Valentine
[MVP-Outlook]

> Hi Russ
>
[quoted text clipped - 73 lines]
>> >> >> > into
>> >> >> > OUTLOOK. I go through the steps but new records are not imported.

Reply to this Message

Sue Mosher [MVP-Outlook] - 10 Apr 2006 00:44 GMT

You need to expand the named range to cover the newly added rows, then save the worksheet.

Signature

Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003
http://www.turtleflock.com/olconfig/index.htm
and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
http://www.outlookcode.com/jumpstart.aspx

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Fred Zimnoch - 10 Apr 2006 01:25 GMT

HI Sue:

Thanks

How do I "expand the named range to cover the newly added rows"????

TIA, FRED

> You need to expand the named range to cover the newly added rows, then save the worksheet.
>
> >I basically exported a contact folder to an EXCEL file. Then I thought I
> > could just add new row (records) to this Excel file and import back into
> > OUTLOOK. I go through the steps but new records are not imported.

Reply to this Message

Sue Mosher [MVP-Outlook] - 10 Apr 2006 03:42 GMT

Insert | Range | Define

The named range needs to cover all the rows and columns you want to import, including column headings.

Signature

> HI Sue:
>
[quoted text clipped - 5 lines]
>
>> You need to expand the named range to cover the newly added rows, then save the worksheet.

>>
>> >I basically exported a contact folder to an EXCEL file. Then I thought I
>> > could just add new row (records) to this Excel file and import back into
>> > OUTLOOK. I go through the steps but new records are not imported.

Reply to this Message

Fred Zimnoch - 10 Apr 2006 04:30 GMT

HI Sue,

Thanks for reply.

How do I "name a range"? Do I do it in Excel or Outlook?

TIA

Signature

FRED

> Insert | Range | Define
>
[quoted text clipped - 14 lines]
> >> > could just add new row (records) to this Excel file and import back into
> >> > OUTLOOK. I go through the steps but new records are not imported.

Reply to this Message

Judy Gleeson, MVP Outlook - 10 Apr 2006 12:12 GMT

Naming ranges is an Excel function try Excel help if you've never done it
before.

Tables in Outlook is where a lot of the powerful functions are hidden. Use
the Advanced Toolbars (View | Toolbars), then use the Current View Window,
Field Chooser and Group By Box to manipulate columns and data. They are
side by side on the Advanced toolbar.

Judy Gleeson, MVP Outlook
Acorn Training and Consulting
www.acorntraining.com.au

Everyone - turn on your Advanced Toolbars and learn how to use the Field
Chooser and Group by Box!!

> HI Sue,
>
[quoted text clipped - 25 lines]
>> >> > into
>> >> > OUTLOOK. I go through the steps but new records are not imported.

Reply to this Message