Importing Contacts to Outlook

Transcription

1 Importing Contacts to Outlook 1. The first step is to create a file of your contacts from the National Chapter Database. 2. You create this file under Reporting, Multiple. You will follow steps 1 and 2 outlined in the Reporting, Multiple section, making your selections for your new list. For step three, simply click the Outlook button and the file exoutlook.csv will be created in your C:/ABCProd folder. 3. Next, you will open Outlook to import the file. 4. At this point, you should create a new sub-folder so that you don t disrupt your current Contacts list. To create a new folder in Outlook, click Contacts to get into your Contacts Folder, then go to the File Menu, Folder, and then Create Subfolder. I suggest that you call this folder From Database. 5. IF you are importing an updated list to replace a list you already have in Outlook, you should delete your current list prior to importing. This will avoid creating duplicate entries. When you are in your subfolder, go to the Edit Menu and click Select All. Then press the DELETE key on your keyboard. 6. Now you can begin to import your information. Go to the File menu and select Import and Export The Import and Export Wizard will begin. 7. Keep the default selection Import from Schedule+ or another program or file and press Next>

2 8. Select the file type as Comma Separated Values (Windows) and press Next> 9. The next selection is where you browse and select the file you want to import. You will want to import C:\ABCProd\exoutlook.csv. Since you have already deleted all of the entries from your Sub-Folder, it won t matter which option you choose for duplicate items. When you have found the file, press Next> 10. For this part you must decide where to import the file to (destination). If you are importing to a sub-folder, you should have created it before you began the importing process, as you cannot create new sub-folders from here. Click the + next to Contacts and select From Database then press Next> 11. On the next screen, you will see a list of actions that Outlook will perform. Here you will select Map Custom Fields You will now link the fields from your import file to the fields in the Contacts folder. This way you can ensure that the fields from the database are brought into the correct fields in Outlook. To map each field, simply click the field name in the left window (your original file) and drag it onto the destination field name in the right window (your Contacts list). To move First Name into a First Name field in Outlook, click the + to the left of the Name field. On every field that has this symbol, you have the option of expanding the field in this way to give more precise choices. The first four fields are mapped by default.

3 ACCESS MICROSOFT OUTLOOK First Name First Name Last Name Last Name Company Company Title Job Title Phone Business Phone Fax Business Fax Add1 Business Street Add2 Business Street 1 Mail-City Business City Mail-Zip Business Zip -address When you are done mapping the fields press OK 12. Now just press Finish to complete the importing process. A progress bar will be displayed while the file is being imported into the selected Contacts folder. When this step has completed, all the entries in the importing file will be added to the From Database folder. 13. You may the recipients by either selecting their names directly from the From Database folder and choosing the Contact menu and New Message to Contact or by starting a new message and choosing the names from the "From Database" folder.

4 ABC National Chapter Database Documentation Mail Merge using the Database and Word XP or 2003 Create and distribute merged letters Step 1 Using the Database You can use the database to select your group of recipients 1. From the Main Menu, click Reporting 2. Click Company 3. Click Selective 4. Make your selections, Click Process a. As you view your results, you may deselect companies from the list before creating the output file 5. Choose the Exports: Excel option from the dropdown 6. You will see a message that states the export.csv has been created 7. Return from this screen and exit the database Step 2 Using Word You can use the Mail Merge Wizard in the Task Pane (View Task Pane) 1. On the View menu, point to Task Pane, and when your task appears, click on the Mail Merge task pane. 2. Under Select document type, click Letters. The active document becomes the main document, where you will type the body of your e- mail message. 3. Click Next: Starting document. The wizard guides you through the rest of the mail merge process. 4. Set up and display your message Start with the document currently shown in the document window Click Use the current document You can then either type the message in the document window, or wait until the wizard prompts you to do so in a subsequent step. 5. Click Next: Select recipients. Locate or create a data source, and then select recipients: 1. Locate your data source: Connect to a the database 1. Under Select recipients, click Use an existing list. 2. Click Browse. 3. Navigate to C:/ABCProd folder and click on export.csv. 4. All of the entries in the data source appear in the Mail Merge Recipients dialog box, where you can refine the list of recipients to include in the merge. 5. Click OK to return to the Mail Merge Wizard. Microsoft Word will use the recipients you designated for the merge. 6. Click Next: Write your letter. Compose your letter 1. If you have not already done so, in the main document, type the text that you want to appear in every message. Last Updated 08/09/07 Page 1 of 3

5 ABC National Chapter Database Documentation 2. Insert merge fields where you want to merge names and other information such as the greeting. How? 1. In the main document, click where you want to insert the field. 2. Insert any of the following: Address block with name, address, and other information 1. Click Address block. 2. In the Insert Address Block dialog box, select the address elements you want to include and the formats you want, and then click OK. 3. Select the greeting line format, which includes the salutation, name format, and following punctuation. 4. Click OK. 5. Repeat steps 1 and 2 for all the fields you want to insert. Notes If the Match Fields dialog box appears, Microsoft Word may have been unable to find some of the information it needs to insert the field. Click the arrow next to (not available), and then select the field from your data source that corresponds to the field required for the mail merge. You can't type merge field characters («») manually or use the Symbol command on the Insert menu. You must use the Mail Merge task pane. If the merge fields appear inside braces, such as { MERGEFIELD City }, then Microsoft Word is displaying instead of field results. This doesn't affect the merge, but if you want to display the results instead, right-click the field code, and then click Toggle Field Codes on the shortcut menu. 7. Click Next: Preview your letters. 8. Click Next: Complete the merge. Do any of the following: Personalize individual letters To personalize individual documents, you actually complete the merge, and then edit the information you want in the resulting merged document. Click Edit individual letters. In the Merge to New Document dialog box, select the records you want to merge. Click OK. Microsoft Word creates and opens a new merged document. Your main document also remains open, and you can switch back to it if you want to make a change to all the documents. 1. Scroll to the information you want to edit, and make your changes. 2. Print or save the document just as you would any regular document. Print the letters Do one of the following: If you personalized the items and the merged document is active On the File menu, click Print. Select the options you want. If you want to print directly from the Mail Merge task pane In Step 6 of the Mail Merge task pane (Complete the merge), click Print. In the Merge to Printer dialog box, do one of the following, and then click OK. Last Updated 08/09/07 Page 2 of 3

6 ABC National Chapter Database Documentation To print all the documents, click All. To print the document that you see in the document window, click Current record. To print a range of documents, click From, and then type the record numbers in the From and To boxes. In the Print dialog box, select the options you want. To merge a range of documents, click From, and then type the record numbers in the From and To boxes. Microsoft Word opens a single new document that contains all the individual letters. You can then save the document for later use, just as you would any regular document. Last Updated 08/09/07 Page 3 of 3

7 Personalizing s via Word XP (How to merge documents to s) Create and distribute merged messages You can use the Mail Merge Wizard to create a group distribution. Note Your system must include a compatible program, such as Microsoft Outlook. 1. On the Tools menu, point to Letters and Mailings, and then click Mail Merge Wizard. 2. Under Select document type, click messages. The active document becomes the main document, where you will type the body of your message. 3. Click Next: Starting document. If you're familiar with the mail merge feature or prefer to work outside the wizard, you can use the Mail Merge toolbar. The buttons are arranged in sequence from left to right. The wizard guides you through the rest of the mail merge process. 4. Set up and display your message Start with the document currently shown in the document window Click Use the current document You can then either type the message in the document window, or wait until the wizard prompts you to do so in a subsequent step. 5. Click Next: Select recipients. Locate or create a data source, and then select recipients: 1. Locate data: Do one of the following to get data: Connect to a Microsoft Outlook Contacts List 1. Under Select recipients, click Select from Outlook contacts. 2. Click Choose Contacts Folder. 3. In the Select Contact List folder dialog box, click the contact list you want, and then click OK. All of the contacts in the folder appear in the Mail Merge Recipients dialog box, where you can refine the list of recipients to include in the merge. Connect to a different type of list, such as a database 1. Under Select recipients, click Use an existing list. 2. Click Browse. 3. In the Select Data Source dialog box, locate and click the data source you want. 4. By default, Microsoft Word opens the My Data Sources folder. 5. Click Open. Depending on the type of data source you select, other dialog boxes may appear asking you to request specific information. For example, if your data source is a Microsoft Excel worksheet that has information on multiple tabs, you need to select the tab containing the information you want, and then click OK. All of the entries in the data source appear in the Mail Merge Recipients dialog box, where you can refine the list of recipients to include in the merge.

8 2. Select Recipients: In the Mail Merge Recipients dialog box, select the recipients you want to include. How? Use the check boxes to designate recipients - This method is most useful if your list is short. * Select the check boxes next to the recipients you want to include, and clear the ones next to the recipients you want to exclude. Tip If you know you want to include most of the list in your merge, clicking Select All first makes it easy to clear particular records. Similarly, if you want to include only a few records in the list, click Clear All, and then select the records you want. Click OK to return to the Mail Merge Wizard. Microsoft Word will use the recipients you designated for the merge. 6. Click Next: Write your message. Compose your message 1. If you have not already done so, in the main document, type the text that you want to appear in every e- mail message. 2. Insert merge fields where you want to merge names and other information such as the greeting. How? 1. In the main document, click where you want to insert the field. 2. Insert any of the following: Address block with name, address, and other information 1. Click Address block. 2. In the Insert Address Block dialog box, select the address elements you want to include and the formats you want, and then click OK. 3. Select the greeting line format, which includes the salutation, name format, and following punctuation. 4. Click OK. 5. Repeat steps 1 and 2 for all the fields you want to insert. Notes After you've completed the main document and inserted all of the merge fields, click Save As on the File menu. Name the document, and then click Save. 7. Click Next: Preview your message. 8. Click Next: Complete the merge. Finalize distribution settings and send the messages 1. Click Electronic Mail. 2. In the Merge to dialog box, finalize the distribution settings. How? 1. In the To box, verify that _Address or the equivalent is displayed. This ensures that Microsoft Word merges addresses into the To line of your messages, not some other merge field information. 2. In the Subject line box, type the subject line you want to use for all the messages. 3. In the Mail format box, select the mail format you want to use. 4. Under Send records, select the records you want to merge. 3. To complete the merge and send the messages, click OK.