How to import data into Outlook from another program
People new to import/export frequently pose a question in an Outlook forum asking “How do I import from program “x”? The typical (and correct) response is “Look to see what formats “program X” exports to and select a format supported by Outlook”
For some reason, when Outlook is involved, far too many people seem to think that anything involving Outlook is an Outlook issue. What really needs to be understood is that the actual importing and exporting from any program is a defined process. The import/export functionality in Outlook has not changed since Outlook ‘2000 (or possibly Outlook ’97) and deals with very specific kinds of data.
Step #1
Make sure that whatever product you are using does not provide some kind of functionality that will directly update the contact PST files. Most won’t but some have a contact synchronization function. How do you find out? Check the help file for the program in question or go to that vendor’s website. If tools are provided from the vendor to directly update Outlook, remember that whatever happens is NOT an Outlook issue and the place to ask questions or get support should the need arise is from the vendor providing the tool. While you’re checking this, take note of what file formats the program will export its data to, specifically formats like CSV, tab-delimited etc.
Hint: search google using any term similar to “export contacts from ???” (where ??? is the program name). Very often a page outlining the steps will appear immediately.
Step #2
Become familiar with what kind of data Outlook can import data from – do this by going to Outlook’s menu – select File –> Import/Export. On this list you will see two kinds of items: (1) (very old and dated) application specific options and (2) generic file formats such as CSV or Microsoft Excel 97-2003 etc. If you don’t see your program on the list (and you most likely won’t – then the answer is that it cannot import data from that program directly. The source program must first be able to export its own data to one of the formats that Outlook supports. Typically, in 98% of the cases, there will be an option to export to a CSV (comma separated value) file but there are cases where the process is not straight-forward such as AOL, Notes etc.
Step #3
Export the contact info from “Program X” to a common file type. If there are multiple options, the safest format to select is CSV (comma separated values)
Step #4
Import the file into Outlook using the file created in step #3 – it’s a very quick and simple and easy process. Regardless of how you arrive at the Outlook import/export screens, once there the steps are the same for any version of Outlook. The only variation would be in the file types supported as would be the case with Outlook ‘2013 which remove support for all file formats except CSV and PST. In short, if you don’t see a given file type in the Outlook list of supported files, there is no point in asking if there’s a way to do it beyond what has already been described here
To access the Import/Export wizard screens
In Outlook ‘2007 & earlier
File –> Import/Export –> follow the screens accordingly
In Outlook ‘2010/’2013 – there are two ways to arrive at the exact same place regardless of whether the objective is to import or export
Option #1
File –> Open –> Import (Outlook ‘2010)
File –> Open –> Open & Export (Outlook ‘2013)
Option #2
File –> Options –> Advanced –> Export
*** it doesn’t matter which of the two approaches you opt to use whether you want to import or export, both will bring you to the exact same place with Option #1 taking less steps than Option #2
Map Custom Fields button
During the Outlook import/export process, you will be presented with a <Map Custom Fields> button which should always be selected to manually map fields or to simply verify that any “auto-mapping” done by Outlook is both complete and correct. Failure to do that and you may well encounter unexpected results. You should also be aware that if you do not manually chose to MAP CUSTOM FIELDS, Outlook will use the field mappings that were used in the last Outlook import or export which may be completely different than what you expect.
Finally, it’s important to note that the label of <Map Custom Fields> is very much of misnomer, it only means that you can map fields from an input data file to pre-established standard Outlook fields. If an Outlook field isn’t on the mapping list, you cannot import to or export from it. The <Map Custom Fields> button does NOT provide the capability to map data to a Outlook user-defined fields.
When custom forms and or user-defined fields are involved, you will need to either write your own custom code or import data using a 3rd party program like those in the ContactGenie series. The Outlook import wizard does allow you to create new contacts using a custom message class (custom form) regardless of what the default setting is for the folder.
Category: Import/Export, Outlook - How To
