Export Contact note field

[Graz160]

I have Office 2007. I use Outlook for our customer list. the note field is
filled with data on correspondence and observations.
I need to get the mailing addresses (snail) scrubbed by a 3rd party company.
7,500 records.
they can take a .pst, .xlxs, or .txt file. I could send them the full
records with all the fields, but the notes feild has carriage returns in it
that mess it up.
I could send just the names and addresses, but when i get a new address I
don't know how to merge it into the exsiting record without wiping out the
original and replacing it (and therefore losing all the notes, etc.).
Any advice is very welcome! Thanks.
Gina

 

[Diane Poremsky [MVP]]

Outlook should update the records if you try to import new records that
match - make a few test contacts, export the records to excel, change the
addresses and import. If if doesn't work, there is at least one tool that
can merge the contacts.

--
Diane Poremsky [MVP - Outlook]



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[Karl Timmermans]

#1 - Is this a one-time exercise?
#2 - What is the time delay from the time you send the "data" to the time
you get it back?
#3 - What exactly are you referring to with "but when I get a new address I
don't know how to merge........"
a) get new address from where? the 3rd party company? new
addresses while the main list is getting scrubbed? etc
#4 - Other than sending a PST file, you are going to have carriage returns
in all address fields - not just the notes

If this is a one time process and the time between sending the original data
to the time getting the scrubbed file back is negligble in the scheme of
things (and also based on getting the PST file back exactly the way it was
sent aside from corrected <snail> addresses) - would the following not work:

#1 - Copy the contacts folder to a new PST file
#2 - Keep track of all new contacts in a different contact folder while the
original data is being cleaned
#3 - Keep manual track of "changes" to any existing contacts - how viable
this is depends largely if not solely on just how many changes are involved
during the "downtime" while original data is getting cleaned. Assuming it's
manageable then
#4 - When you get the scrubbed PST file back - delete the contacts in the
original contact folder (in the PST file that wasn't sent - your Inbox)
#5 - Move the contacts from the PST file you just got back to your regular
folder (one that just got emptied in step #4)
#6 - Move any "new" contacts from folder in step #2 to your original folder
#7 - Apply any contact maintenance updates (step#3) to the contact records
that were returned

or alternatively this may be of interest

- export the relevant data to either a CSV or XLS file (relevant = address
fields and any other field(s) that would allow unique matching of the of the
external /csv/xls file to the contact folder) - no need to export Notes
since it's not required to "scrub" the addresses
- whenever you get the cleaned cxv/xls file back - use ContactGenie
DataPorter to update the the existing contact folder with the new address
info without impacting any other fields -
http://www.contactgenie.com/cg20features.htm (CDP allows you to use any
number of fields as <key fields> to uniquely match records between the
contact folder and external file - not limited to just name/email address)

Karl
___________________________________________________
Karl Timmermans - The Claxton Group
ContactGenie - Importer 1.3 / DataPorter 2.0 / Exporter
"Power contact importers/exporters for MS Outlook '2000/2007"
http://www.contactgenie.com