Import from Excel to Outlook

[JTM]

Having duly searched the "microsoft.public.outlook.contacts" archive I made
minimally successful attempt to import an Excel format data base (.xlt) but only
the "business street" field was imported all other fields were blank.

I used Excel and Outlook both 2000.

1. First I named each column in the spread sheet with the exact default names
used in Outlook.
2. Then ran the Outlook import wizard
3. Verified that the import fields were matched with the ones in Outlook
4. Ran the import process.

After a long period of time the process finished with no reported errors (2000
contacts each with 30 fields). Where did all the data go. I have drilled on
View settings but to no joy.

I had previously tried this with a customize form and concluded I could not
import into it successfully.

I then uninstalled Outlook to clear any bad effects from the failed attempt and
reinstalled Outlook. But the new installation still had evidence of the failed
effort. So I do not know if this is what is preventing the successful
importation. At the least I would like to know (short of formatting the HD) how
to get a clean install of Outlook.

Regards,

John

 

[Karl Timmermans]

#1 - Most likely cause of what you're experiencing is due to an incorrect
"Named Range" in the spreadsheet you're importing. Also, no necessity to
name your Excel columns to match those of Outlook. Only benefit is that
Outlook will "auto map" the fields which gives one a false sense of security
(amazing how times a field name is not "exact" in the Excel column(s)
leading exclusion if the fields are not manually checked.

#2 - Absolutely no need, purpose, or benefit to reinstalling Outlook - has
no affect on the contents of your contents folder since it will use the
existing data based on previous settings. If you want a "clean" contact
folder - just delete all the contacts in the contacts folder. (a more
radical but very simple approach is to create a new PST file and make it
your new default for receiving email - once new default is set, copy any old
data you want to save (i.e. email) to the equivalent folders from the old to
new PST file and remove the old PST file from Outlook by closing it). The
only thing you'd accomplish by reformatting your drive would be to inflict a
great deal of unnecessary pain upon yourself for no reason or benefit .

#3 - Are you absolutely sure that you're importing from an ".xlt" file which
is extension for an Excel template file and wouldn't normally be the file
used for regular data which has an ".xls" extension? In current versions of
Outlook - selecting .xlt is not even an option, however, it's been a long
time since playing with the O'2000 import/export process (but don't think
it's different).

In short, all you need to do:

#1 - Delete the contents of your contacts folder as noted above
#2 - Either correct the "named range" used for the import OR if not
comfortable with Excel "Named Ranges" - save the Excel worksheet containing
your import data as a .CSV file and import that file instead (be sure to go
through the manual mapping process to verify all fields are mapped
correctly).

* if you need to import data to contacts using a custom form which uses
custom fields - you'll need a 3rd party utility or write your own code (this
may be of interest - http://www.contactgenie.com/cg20features.htm)
** if importing data to contacts using a custom form that <only> contains
standard Outlook fields listed in the Outlook import field map - you can run
the import as normal and simply change the Message Class of all contacts
after the import is completed to the default custom form setting for the
folder (this free utility will help you in that process -
http://www.contactgenie.com/cgtmcm.htm)

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

 

[JTM]

Thanks for the response,

You are correct the Excel file extension used was .xls.

I tried using the .csv comma delimited source file and it did import more fields
into Outlook. I cannot get keywords to be visible in the "thumbnail views".
After rummaging around I finally found where "keywords" were hidden but the
exported data conained in "keywords" appear to be missing. In any case I need
to have Keywords visible in the contact form and preferably visible in the
thumbnail views.

From reading other posts I get the impression that any alteration to the default
contact layout will result in import failure. Assuming that this is true then
is there a way to automate the transfer of data into a customized contact form?

The previous post was the result after spending a week drilling on the project.
I initially tried the tab delimited export import route and and it did bring
over more of the data but some fields still failed to show up. The more I
fiddled the worse it got. Which is why I naively thought that previous drilling
may have flumoxed the default settings. The only reason I used Outlook defaults
in naming the ranges in Excel was in the hope that it might be the problem.

Regards,

John

 

[Karl Timmermans]

#1 - Any change to the standard form results in it being a custom form and
the options available to you were included in previous response in terms of
either/both an import product that supports custom forms
(http://www.contactgenie.com/cg20features.htm) or changing message class for
existing contacts (http://www.contactgenie.com.cgtmcm.htm)

#2 - What field exactly are you referring to for "Keywords"? That is not a
field name but rather a "field type" so the requirement needs to be
clarified.

#3 - Please be "PRECISE" when you mention things like "some fields still
failed to show up" - generalities don't mean anything to anyone and no way
to provide an answer and no way of knowing if you have one or more problems.
The list of fields you can import to via the Outlook import wizard are
clearly defined in the mapping field list - no more - no less, so please
clarify which of these fields you are referring to. Our import products, on
the other hand. deal with user-defined fields with or without the use of
custom forms but even so - there is no such field named "keywords" unless
you specifically defined a field with that name.

#4 - There is only so much you can do when importing via Outlook's import
wizard - you have a set of source data fields that need to be mapped to the
list of available Outlook fields, pretty much is about it. If you import to
a contact folder with a default custom form, Outlook will not create new
contacts with the default custom form message class but the data will exist
in the standard fields and the contacts will open up using Outlook's
standard contact form.

#5 - You may want to try either of our import products purely in "eval mode"
to see if does what you want it to (but again, see note above regarding a
field named "keywords"). If it doesn't (and you tell us - by contacting
support AT contactgenie.com - NOT this newsgroup) - you'll be asked for more
info at that time along with sample copies of any custom forms (if
applicable) along with a source data file used that you think did not work
as expected).

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