Thursday, March 1, 2007

Moving contacts from Excel into Outlook

Now, you'll want to select the destination folder where you want your contacts imported. This is someplace you could screw up, so pay attention. Outlook doesn't automatically select the Contacts folder, as shown in Figure F.

FIGURE F

Make sure you choose Contacts. (click for larger image)

Make sure you choose Contacts and click Next.

Mapping your data

In the final two steps, you're going to be mapping your data. This is where you may need to fiddle back and forth until you get your mappings just right. First, take a look at Figure G.

FIGURE G

Here's where you specify your named range of cells. (click for larger image)

Here's where you specify your named range of cells. In our example, there's only one named range, "OutlookNames". In a production spreadsheet, there could be a bunch. Check the box next to the named range you intend to import.

Now, instead of hitting Next, click Map Custom Fields. You'll see the screen shown in Figure H.

FIGURE H

Here's the field mapping structure. (click for larger image)

As you can see, you'll want to select fields from the left (which are in your spreadsheet) and map them to Outlook's fields, on the right. Double check your work.

When you're ready, click OK, then Next and your data will import into Outlook.

Of course, it's always a good idea to backup your .PST file before doing this, just in case everything goes wrong. Don't laugh. Sometimes software doesn't work exactly like you'd want. Yep, it's true.