Export outlook contacts distribution list to excel
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The document provides instructions for exporting Outlook contacts and distribution lists to Excel, editing the file, and then importing it back into Outlook. It describes exporting a contacts list from Outlook to a text file, editing the file in Notepad to contain only firstname, lastname, and email, and then importing this file into Excel. It further details defining a name field in Excel, and then importing the Excel data back into Outlook contacts by mapping fields. The overall process allows transferring contacts between Outlook and Excel.
Export outlook contacts distribution list to excel
- 1. STLCC-CPLS;Morrison 4/12/2012 Page 1 Export Outlook Contacts/Distribution List to Excel Prepared by: Bob Morrison FVCC, Instrumentation Specialist March 2009 Email (Outlook) Distribution List Excel Excel Database with Email Addresses Import Excel Addresses to Outlook Contacts Share Outlook Contacts with another Outlook User
- 2. STLCC-CPLS;Morrison 4/12/2012 Page 2 Export Outlook Distribution/Contacts : List-File-Save-as-Location.txt 1. In Outlook, View Distribution List in Contacts folder 2. Select File, then Save-as and file the list as .txt file on your server or C: drive
- 3. STLCC-CPLS;Morrison 4/12/2012 Page 3 Export Contacts/Distribution List: Edit in Notepad to remove all but firstname lastname email 1. Select .txt file and Open in Notepad or Wordpad 2. Delete header information and edit the file if necessary to contain Firstname, Lastname, and Email address separated by at least one blank 3. File Save when finished and exit Notepad
- 4. STLCC-CPLS;Morrison 4/12/2012 Page 4 Excel Import Contacts: Open Excel DB-Data tab-From text-Locate .txt file 1. Open a Excel File to a blank sheet where you want the names and email addresses to be stored. 2. Use the Data Tab, From Text, then locate the .txt file where your edited names and addresses were stored
- 5. STLCC-CPLS;Morrison 4/12/2012 Page 5 Excel Import Contacts: Excel-Import Wizard- Select Next 1. An Excel Import Wizard will open a window displaying the basic contents of your selected .txt file with distribution data. 2. Select Delimited and Next
- 6. STLCC-CPLS;Morrison 4/12/2012 Page 6 Excel Import Contacts; Add Space Delimiter then Next 1. Clock box by Space to indicate values in your .txt file are separated by a blank space, then Next
- 7. STLCC-CPLS;Morrison 4/12/2012 Page 7 Excel Import Contacts: Select or use first row/column, to finish select OK 1. Select an Open Row and Column for the imported data to be placed, then OK
- 8. STLCC-CPLS;Morrison 4/12/2012 Page 8 Excel Import Contacts: List imported into Excel 1. Data from your .txt file with Firstname, Lastname, Email has been imported to Excel 2. Rearrange columns as needed and then file-save your new Excel database
- 9. Importing Excel Addresses to Outlook Contact Distribution List STLCC-CPLS;Morrison 4/12/2012 Page 9 Email (Outlook) Distribution List Excel Database with Email Addresses
- 10. STLCC-CPLS;Morrison 4/12/2012 Page 10 Import Excel Email Addresses to Outlook :Define Name Field 1. You must use the Formula Tab and Define Name to identify the range of names and addresses to import 2. Sweep the columns, Define Name, then Enter a name, 3. Save Excel file with this field identified and close/exit Excel.
- 11. STLCC-CPLS;Morrison 4/12/2012 Page 11 Import Excel Email Addresses to Outlook: Outlook-Contacts-File-Import& Export-From another Program (Excel)
- 12. STLCC-CPLS;Morrison 4/12/2012 Page 12 Import Excel Email to Outlook: Browse to Excel File Location, then Next
- 13. STLCC-CPLS;Morrison 4/12/2012 Page 13 Import Excel Email to Outlook : Select Defined Name AllStudents-then Map Custom Fields
- 14. STLCC-CPLS;Morrison 4/12/2012 Page 14 Import Excel Email to Outlook : Drag Items from Left Pane to Selected Fields in Right Pane Drag Lastname to Name Field Drag Firstname to Another Field (ex. Company) Drag Email address to Email (scroll down) Drag Anumber to Dept Field Select OK when done
- 15. STLCC-CPLS;Morrison 4/12/2012 Page 15 Import Excel Email to Outlook: Contacts list populated with Fields from Excel File
- 16. Contacts and Distribution List: Names and addresses (email, street, phones) of people from: various organizations, places, personal, business, past, and present Selected group of contacts maintained that are related to one activity or project. Selected group of contacts related to one organization. Selected group of contacts related to a particular time or place. Contacts Folder(s): Distribution List: Email Message TO: or CC: Send Email: Incoming Email Addresses to Save Transferred from Business Cards, etc. Selected from a Database, Excel or other Email Info:
- 17. Outlook Send/Share Contacts Folder: with Another Outlook User STLCC-CPLS;Morrison 4/12/2012 Page 17 1. In Contacts, Right click mouse on the contacts folder that you wish to share/send to another Outlook user. 2. Select “Share” in the popup window
- 18. Outlook Send/Share Contacts: to Another Outllook User STLCC-CPLS;Morrison 4/12/2012 Page 18
- 19. Outlook: Receive “Shared Contacts” Email
- 20. Outlook: Open Shared Contacts Folder
- 21. Outlook: View “Shared Contacts” folder
- 22. Outlook: Copy Shared Contacts to another Folder
- 23. Outlook: Creat New Contacts Folder for Email or Distribution List
- 24. Contacts: Set Folder for use in Email Addresses STLCC-CPLS;Morrison 4/12/2012 Page 24 1. To ensure that you can select or use this contacts folder for future email addresses, right click on the folder. 2. Select Properties, and then the Outlook Address tab. 3. Click the box to make sure THIS contact folder comes up in future email address selection windows.