Import Excel data into Outlook Contacts

If you have ever collected customer information in an Excel 2003 workbook and wished you could transfer it to an Outlook contacts folders, the good news is that it is relatively simple to bring into Outlook 2003. You should start by examining the Excel data and making sure it is arranged into a proper list.

Excel List consists of columns and rows of data structured in a specific way:

1. Each column contains the same category of data in every row in the column (similar to a field in a database)
2. Each row in the list contains all of the fields of data for one entity (a person, organization, object, etc.) similar to a record in a database, but called sets of data in Excel’s terminology
3. The first row of the list must contain a unique name at the top of each column. This first row does not need to be the first row of the worksheet, but it makes it easier for novice importers.
4. The row containing the column headings must be formatted differently from the rest of the list (i.e. bold, larger font, italicized, etc.)
5. There can be no blank rows in the list (there can be blank cells in a column, but the entire row cannot be empty)
6. Data in a column must be in the same format for every row in the column (i.e. numbers can’t be spelled out in one row and entered as digits in the rest of the rows in that column)
7. Save your file
8. See following sample

Importing into Outlook

• If you want to put the information into a different folder. Right-click the Contacts folder, and then click New Folder, type a name for the new folder, and then click OK.
• On the File menu, click Import and Export, click Next, select Import from another program or file, and then click Next.

• Select the file type, Microsoft Excel 97-2003, and click Next

• Click Browse to find and select the Excel file you want to import, and then double-click the file to select it. Click Next

• If you are importing into a new folder, the Options settings is irrelevant because there are no duplicates. If not, choose the most logical selection. Click Allow duplicates if you are not sure, and then click Next.
• Select the Contacts folder, or the new contacts-type folder that you have created, to import into, and then click Next.

• If you are not sure that the column names in the first row of the spreadsheet will map correctly to the Outlook fields, click Map custom fields to verify them.

• Click and drag the Excel column names over the Outlook field names to map the fields

• After the mapping the fields, click OK and Finish

NOTE: If Map custom fields is unavailable, you have chosen a non-contact-type folder to import into. Click Back, and then choose the correct folder. If you are satisfied with the mapping, click OK to close the Map Custom Fields dialog box, and then click Finish. Depending on which version of Excel you are using, you might have to name or select your Excel range.

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