Tuesday, September 11, 2007

Directions on Exporting and Importing from Excel to Outlook

Importing an Excel List into Outlook Contacts

You only need to do this if you already have the email typed into an Excel Spreadsheet. If you have the addresses written down but haven't already typed them into something, go to my directions on how to add Contacts in Outlook and start there. If you have an Excel Spreadsheet set up, then read on.

  1. Right click on the Import Spreadsheet Template and choose Save Target As and save it somewhere on your hard drive.
  2. Open the spreadsheet that you have already created.
  3. Open the Import Spreadsheet Template that you just saved.
  4. Copy the column of names from your spreadsheet and paste them into the Import Spreadsheet Template. If you didn't separate the names in your spreadsheet into first and last columns, then just copy the one column and paste it into the LastName column.
  5. Copy the email addresses from your spreadsheet
  6. Paste them into the template in column BE (that's way over there!) If you have two email addresses for some students, the second address can be pasted into column BG on the template.
  7. Save the template spreadsheet.
  8. Then save it again following these directions.
    • File
    • Save as
    • Click on Save as Type and choose Text (Tab delimited) (*.txt0
    • Name it and save.
    • Say yes to the message that pops up asking you about format
    • Then close the spreadsheets. (It will ask you about saving again. You can say no.)
  9. Now you are ready to bring it into Outlook
  10. Open Outlook and click on Contacts. (You can set up a separate folder to keep the parent email from getting mixed in with the other.)
  11. Choose File
  12. Then Import and Export
  13. In the new window that opens, choose Import from another program or file
  14. Click Next
  15. Scroll all the way down to Tab Separated Values (Windows)
  16. Click Next
  17. Browse to find the .txt file where you saved it in step 8
  18. Click Next
  19. Select Contacts (or the folder in Contacts that you set up if you used a folder)
  20. Click Next
  21. Click the Map Custom Fields button
  22. When you see the new window scroll down to find EmailAddress under Value and scroll down the Field side to find E-mail and click on the + to expand
  23. If you don't see EmailAddress under Mapped from next to E-mail Address then drag it from the Value window to the Field window where it is in the window. Do this for E-mail, E-mail 2, and E-mail 3.
  24. Click OK
  25. Click Finish
  26. Now you should be able to go into your Contacts and find the new addresses.

Exporting a Contact List from Outlook

Once you have all the email addresses in your Contacts, you may want to share those with the other teachers on your team. Here is how you would do that.

  1. Open Outlook and go to Contacts
  2. Click File
  3. Select Import and Export
  4. Select Export to a file
  5. Click Next
  6. Scroll down to the bottom and choose Tab Separated Values (Windows)
  7. Click Next
  8. Select Contacts (or the contacts folder you want to export)
  9. Click Next
  10. Browse to find where you want to save the file and name it with a .txt extension
  11. Click Next
  12. Follow steps 21, 22, and 23 above.
  13. Click Finish
  14. Now you are ready to follow the Importing directions above on your team teacher's computer.

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