Tuesday, February 1, 2011

Importing Contacts from Outlook

Importing contacts from Microsoft Outlook is a two-step process, beginning first with the export from Outlook. Once exported, you will use the CSV Import process in AddressTwo to import your fields.

  1. In Outlook, click the Contacts tab to display your complete contact list (as opposed to the standard inbox view).
  2. Click on File >> Import and Export
  3. Select "Export to a File" and click Next.
  4. Select "Comma Separated Value (Windows)" and click Next.
  5. Be sure that your Contacts folder is selected as the data to be exported.
  6. Tell it where to save this file (your desktop will suffice.
Next (optionally) you can clean up the CSV before import. Double-clicking the newly created CSV file should open in Excel, or whatever your default spreadsheet software is. There, you will see that Windows adds gobs of unnecessary columns. There are umpteen different phone numbers, home, business, mobile, and even ISDN for heaven's sake. If you're the average user, the majority of these columns will be empty and only cause confusion upon import. I recomend deleting any unused fields and re-saving the file.

Note: Excel will always warn you about saving a CSV file. This is OK. Just press OK.

Now, inside AddressTwo, click on Admin...
  1. Under the Contact Management area, click on Upload Contacts.
  2. Select the CSV option. The first screen is informational only. You can proceed to upload.
  3. Upload the newly created file and click "Proceed"
  4. Map your fields... IMPORTANT do not skip this step. You must tell AddressTwo what each of your column headings from the spreadsheet mean to AddressTwo.
  5. Finally, you can proceed with the import and all your contacts will be added.

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