Outlook 2013 Import/Export changes
With the introduction of Outlook 2013, there are now only 2 file types supported for both import and export:
1) CSV file
2) PST File
While <CSV> is actually an Excel file type, the one thing that has not changed is how Excel 2013 generates a CSV file from a worksheet. Like it’s predecessors, Excel utilizes the <List Separator> character as the CSV file <delimiter> instead of a <comma> as would be expected which negates the definition of a CSV (comma separated values> file.
This has significance for international users where the list separator character is something other than a comma (most typically a <semi-colon>) in that the CSV file generated by Excel cannot be imported into Outlook without first changing the regional setting for the list separator character to a <comma>. Outlook expects a CSV file to delimited by a <comma> in all cases regardless of any regional settings.
The elimination of the Excel and Access file formats is not really surprising. No version of Outlook supported the .xlsx (Excel ‘2007+) or .accdb (Access ‘2007+) which required users to convert files in those formats to the standard .xls or .mdb file formats.
Excel probably generated the most issues of any file format for people attempting to import data from an Excel workbook in that it required a “Named Range” to exist, something that many people are simply not familiar with and not familiar with the error message that was displayed when no “named range” existed. Exclusion of the .xlsx file format is equally not surprising since more then 25 columns of data can be created however the Microsoft file drivers enabling direct access to an Excel workbook only supports a maximum of 255 columns.
The elimination the MS Access format is equally not surprising for several reasons. The first is that typically contact information maintained in an Access database is usually updated/maintained via another application. The Outlook import process only provides for the complete replacement of a contact item if a duplicate is encountered (optional setting) which in many cases is not a viable choice when only select fields need to be updated. Replacing the entire contact item results in any user-specific information (such as may be contained in the <Notes> field) to be eliminated. There was also no support for Access queries which would allow selection of contacts related to a specific user.
In both cases, the import/export wizard would also need to be revised to accomodate the <ACE> file drivers supporting the .xlsx/.accdb file formats which still not overcome the issues of extended columns as described for Excel workbooks. The Outlook import/export wizard was (and is) really intended for “ad-hoc” one-time import requirements particularly given that there is no support for a true update process.
Support for Excel and Access file formats for both import and export exists in all current versions of ContactGenie products
Category: Understanding Outlook
