Microsoft Business Contact Manager Version 2.0 New to Product. Module 4: Importing and Exporting Data

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1 Microsoft Business Contact Manager Version 2.0 New to Product Module 4: Importing and Exporting Data

2 Terms of Use 2005 Microsoft Corporation. All rights reserved. No part of this content may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or any information storage and retrieval system, without permission from Microsoft. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information presented after the date of publication. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. THIS TRAINING CONTENT IS FOR INFORMATIONAL AND TRAINING PURPOSES ONLY, AND IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON- INFRINGEMENT. Credits Larry Meinstein 2 ESO Readiness & Sustained Education 4/8/2005 2:21 PM Microsoft Corporation. All rights reserved.

3 Table of Contents Module 4 - Importing and Exporting Data...4 Importing Files...4 The Import/Export Wizard:...4 Import Duplicate Logic...7 Import Mappings Importing Data From Outlook Business Contact Manager Import Utility Known Import Issues Exporting Files Exporting Data to Outlook

4 Module 4 - Importing and Exporting Data Import/export is a critical part of Business Contact Manager (BCM). If we are expecting users to migrate from other contact management programs such as ACT! and QuickBooks we must provide an easy migration path for all of the data. The BCM Update includes some new Import & Export features: Importing of ACT! 6.0 files New Migration Utility The ability to Import and Export History Items Importing Files The Business Contact Manager Update Import/Export feature comprises two main components: The Import wizard This imports files, such as BCM, Comma separated values (CSV) etc Data Conversion Tools This Converts QuickBooks and ACT! Files and is launched from within the wizard. The Import/Export Wizard: The rest of Business Contact Manager Update functions reside on the Business Tools menu, whereas all Import and Export Functions are located off of the Outlook File menu: Figure 1 - Import and Export Menu Selecting Outlook will launch the existing Outlook import/export wizard while selecting the Business Contact Manager Update option will launch the Business Contact Manager Update Import/Export wizard: 4

5 Figure 2 - Import/Export Wizard The initial screen in the wizard provides two options: Import a File and Export a File: Import is the default selection. When Import a File is clicked, the next step in the Import wizard displays the types of files available for import: 5

6 Figure 3 - Import File Options Business Contact Manager Update will import the following file types: Microsoft List Builder Contacts (.bcm): To export your business contacts and then import them into Microsoft List Builder, you need to be a List Builder subscriber. To subscribe, follow the instructions on the final page of the Business Data Export Wizard, and then import your file into List Builder. CSV: Also known as comma-delimited files in Excel and other programs. You can import Business Contacts or Accounts in.csv format. Microsoft Access database (.mdb): You can import Business Contacts or Accounts from a Access DB file. Microsoft Excel workbook (.xls): You can import Business Contacts or Accounts from a Excel worksheet. Business Contact Manager for Outlook data (.bcm): You can import Business Contacts, Accounts, Opportunities, and Business History items in this Extensible Markup Language (XML) format. This is useful for moving Business Contact Manager for Outlook data from one computer to another. Microsoft Sales Leads (.bcm): You can purchase sales leads which can be imported into Business Contact Manager for Outlook. To purchase the leads, on the Business Tools menu, click Business Services. Your browser will redirect you to a Web page with further information. On the Web page, select Sales Leads and follow the instructions for purchasing the leads. Save the file to your hard drive, and then return to the Help files for further information about how to import the leads. ACT! (.dbf): You can import ACT! Contacts, Groups, notes, history, activities, and opportunities. You must have ACT! installed to perform this operation. We support importing ACT! Version 4.0, 2000/5.0, 2003/6.0. QuickBooks (.IIF): You can import QuickBooks Contacts, Customers, Employees, and Vendors. We support importing QuickBooks version 99, 2000, 2001, 2002, and Note Business Contact Manager does not import PST files. Note the text on the Import File Options dialog pointing the user to the Help button for information on importing PST Files When any file format EXCEPT for ACT! or QuickBooks is selected, the Import Wizard proceeds to the file picker, which allows the user to select the desired file: 6

7 Figure 4 - Select File to import After the file has been selected, the user has the option to import duplicates Import Duplicate Logic Business Contact Manager uses the following built in algorithm to detect duplicate items: If the Globally unique identifier s (GUID s) of the imported file and the existing one match Then a duplicate is detected Else If the FileAs names match Then a duplicate is detected Else Then the items are not a dup EndIf EndIf With the Update, Business Contact Manager may also try to merge the duplicate records instead of creating or not creating a duplicate record. The resulting action depends on what the user selects in the import wizard. In addition, the FileAs setting match compares the string in the Business Contact Manager file with the File As column in the database. This can affect the results of an Import. After clicking Next, the user then has to select the destination folder for the data (Business Contacts or Accounts) and configure the desired field mappings in order to proceed: 7

8 Figure 5 - Import/Export Wizard The user then needs to drag the desired field mappings from the source to the destination side: Figure 6 - Import Field Mapping 8

9 Unlike the Outlook Import engine, Business Contact Manager does not contain any built in algorithms that will Guess the correct mappings. The user will have to be familiar with the fields in the source file. Note Business Street should be used instead of Business Address for street addresses. This was a common issue during the beta. Once the mappings have been configured, the user can proceed through the wizard: Figure 7 - Import/Export Wizard Once the wizard has successfully concluded, if there is a problem with the import process, the following will displayed. 9

10 Figure 8 - Import Error Screen Clicking View Log displays the log file. Figure 9 - Import Error Log File 10

11 Try This Exercise: Importing a CSV File to Business Contacts 1. Using the supplied Business Contacts CSV file, go to File > Import and Export > Business Contact Manager for Outlook. 2. In the Import wizard, select the option to Import a File and click Next. 3. Select CSV and click Next. 4. Browse to the shared folder where the Business Contact sample file is located and then click Next. 5. Select Business Contacts as the Destination and proceed to Map the Fields. 6. Click Next to finish the wizard. 7. Did the data successfully import? Try This Exercise: Importing a CSV File to Accounts 1. Using the supplied Business Contacts CSV file, go to File > Import and Export > Business Contact Manager for Outlook. 2. In the Import Wizard, select the option to Import a File and click Next. 3. Select CSV and click Next. 4. Browse to the shared folder where the Account sample files are located and click Next. 5. Select Accounts as the Destination and proceed to Map the Fields. 6. Click Next to finish the wizard. 7. Did the data successfully import? Import Mappings Once an imported file is mapped to the desired fields in Business Contact Manager, two mapping files are created. These are XML files that track the mappings on a file by file basis. These files allow repeated imports of the same file without having to reset the mappings. For example, if you import a CSV file named accounts.csv, and then import the file a second time, Business Contact Manager will recognize that this file has been imported previously. This is indicated by a checkmark next to the filename under the Import data column: 11

12 Figure 10 - Import dialog when file is imported a second time The two XML files that maintain the mappings are: BCMmappings.xml Filename.<ID>.xml Where Filename is the name of the source file that is imported and ID is a 6 digit number. These files are kept in the following location: C:\Documents and Settings\<username>\Application Data The BCMMappings.xml file is an xml file that contains a master list of all of the files that have been imported into Business Contact Manager on the machine. This list contains the names of the imported files, the source path of the files and the source file type. 12

13 <?xml version="1.0" encoding="utf-8"?> - <ArrayOfAnyType xmlns:xsd=" xmlns:xsi=" - <anytype xsi:type="mappingfileproperty"> <MappingFileVersion>IRIS Mapping File V1.0</MappingFileVersion> <SourceFileType>CSV</SourceFileType> <SourceFileName>C:\Documents and Settings\BCM_user\My Documents\Accounts.CSV</SourceFileName> <MappingFileName>C:\Documents and Settings\BCM_user\Application Data\Accounts.CSV xml</MappingFileName> </anytype> - <anytype xsi:type="mappingfileproperty"> <MappingFileVersion>IRIS Mapping File V1.0</MappingFileVersion> <SourceFileType>CSV</SourceFileType> <SourceFileName>C:\Documents and Settings\BCM_user\My Documents\Business_Contacts.CSV</SourceFileName> <MappingFileName>C:\Documents and Settings\BCM_user\Application Data\Business_Contacts.CSV xml</MappingFileName> </anytype> </ArrayOfAnyType> Figure 11 - BCMMappings.xml file The other file(s) that is created contains the specific field mappings for each individual file that is imported. This is also an XML file that contains the name of the file that is imported, for example Accounts.CSV xml. There is an equivalent.xml file for each file that is imported into Business Contact Manager: <?xml version="1.0" encoding="utf-8"?> - <MappingFile xmlns:xsd=" xmlns:xsi=" - <MappingFileProperties> <MappingFileVersion>IRIS Mapping File V1.0</MappingFileVersion> <SourceFileType>CSV</SourceFileType> <SourceFileName>C:\Documents and Settings\BCM_User\My Documents\Accounts.CSV</SourceFileName> <MappingFileName>C:\Documents and Settings\BCM_User\Application Data\Accounts.CSV xml</MappingFileName> </MappingFileProperties> - <EntityMappingList xsi:type="entitymapping" IrisType="Account" Enabled="true" EntityName="Accounts.CSV"> - <FieldMappingEntry xsi:type="fieldmappingentry"> <srcfieldname>account Name</srcFieldName> <destfieldname>account Name</destFieldName> </FieldMappingEntry> - <FieldMappingEntry xsi:type="fieldmappingentry"> <srcfieldname>account State</srcFieldName> <destfieldname>account State</destFieldName> </FieldMappingEntry> 13

14 - <FieldMappingEntry xsi:type="fieldmappingentry"> <srcfieldname>business City</srcFieldName> <destfieldname>business City</destFieldName> </FieldMappingEntry> - <FieldMappingEntry xsi:type="fieldmappingentry"> <srcfieldname>business Country</srcFieldName> <destfieldname>business Country</destFieldName> </FieldMappingEntry> - <FieldMappingEntry xsi:type="fieldmappingentry"> <srcfieldname>business Street</srcFieldName> <destfieldname>business Street</destFieldName> </FieldMappingEntry> - <FieldMappingEntry xsi:type="fieldmappingentry"> <srcfieldname>business Zip/Postal Code</srcFieldName> <destfieldname>business Zip/Postal Code</destFieldName> </FieldMappingEntry> - <FieldMappingEntry xsi:type="fieldmappingentry"> <srcfieldname> </srcfieldname> <destfieldname> </destfieldname> </FieldMappingEntry> - <FieldMappingEntry xsi:type="fieldmappingentry"> <srcfieldname>web page address</srcfieldname> <destfieldname>web page address</destfieldname> </FieldMappingEntry> </EntityMappingList> </MappingFile> This file contains the source location of the file, the filename, file type and the individual mappings for each field of the file that is imported into Business Contact Manager. This file can be deployed, in conjunction with the BCMMappings.XML and the source file to multiple machines to eliminate the need to map individual fields. If either of these files is renamed, the mappings will need to be recreated. Note This file can be used as an aid to troubleshooting import problems. Have the customer send you the file that that they are importing and the appropriate.xml files. PSS does not support modifying either of these files. Try This Exercise: Renaming the Mapping Files 1. In Outlook, go to File > Import and Export > Business Contact Manager for Outlook. 2. In the Import Wizard, select the option to Import a File and click Next. 3. Select CSV and click Next. 4. Select the same Business Contacts File that was used in the earlier Import exercise. 5. Click Next. 6. When the dialog box to Choose the Destination is displayed, notice the File Name. Is there a check mark next to the name? 7. Click the Map Fields button. Are the Fields Mapped as they were during the previous import? 8. Cancel out of the Import wizard. 14

15 9. Browse to the Following Folder: C:\Documents and Settings\<username>\Application Data 10. Locate the Mapping File for the Business Contact File that was imported earlier. It should have a name similar to <Filename>.CSV.<number>.xml. Rename the file 11. Restart the Import Process and attempt to import the same Business Contacts File. Are the mappings retained? 12. Cancel out of the import wizard. 13. Change the renamed.xml file back to its original name. Importing Data From Outlook One of the most common questions presented during the Beta was how to import data from an Outlook Contacts folder. Many users will want to import data into Business Contact Manager from their Outlook Contacts folder. To do that, simply select the desired Outlook Contact(s) and then go to Edit > Copy to Folder and select the desired Business Contact Folder as the destination. Figure 12 - Copy Items Note Some Outlook items many not come over when copied from Outlook to Business Contact Manager, especially personal information, such as nicknames, spouses name and other personal information.. In addition, Business Contact Manager does not support copying contacts that contain attachments or images. Attempting to copy contacts containing these items will result in an error message. Figure 13 - Error when copying contact containing an attachment 15

16 In addition, Business Contact Manager does not directly support importing data from.pst files. To get around that limitation, either export the source to a common format, such as Excel or.csv and then import it into Business Contact Manager. The best alternative is to add the PST file to the current Outlook Profile and perform a copy as described above. Try This Exercise: Importing Data From Outlook Contacts 1. Open your Outlook Contacts folder. If there is no data in the folder, add or import some test contacts. 2. Select all of the contacts in the folder. 3. Go to the Edit menu and select Copy to Folder. 4. Select either the Business Contacts or the Accounts folder as the destination and click OK. 5. Was the data successfully copied? Business Contact Manager Import Utility A new feature for Business Contact Manager is the Business Contact Manager Import utility. The Business Contact Manager Import utility converts either ACT! or Quickbooks Files to the.bcm file format before beginning the import process. The utility is started when either ACT! or Quickbooks is selected as the type of file to import. The import utility is a separate executable file that is called from the import wizard. The executable, BcmImportUtility.exe, is located in the following directory: C:\Program Files\Microsoft Small Business\Business Contact Manager\ImportUtility Note: Customer Support Services only supports the Convert utility when it is started by using the Import Wizard. When either ACT! or QuickBooks is selected as the file type in the Import Wizard, and Next is selected; the first screen in the utility is displayed. 16

17 Figure 14 - Business Contact Manager Import Utility starting screen To convert the data, click the Convert Data button. Figure 15 - Convert Data Tools 17

18 The user will then be presented with a list of supported file formats. The Import utility only allows the user to convert ACT! and QuickBooks files. No other programs or formats are supported at this time. Figure 16 - Data Conversion Tool - Select Application At this time the following versions are supported: Program Version ACT! 4.0, 2000/5.0, 2003/6.0 QuickBooks 99, 2000, 2001, 2002, 2003 Table 1 - Supported Program Versions After selecting the desired format, the user then selects the file to import. 18

19 Figure 17 - Business Contact Manager Import Utility Source File After selecting the source file, the destination and source for the data will have to be selected. Figure 18 - Business Contact Manager Import Utility Data Selection The available options are dependent on the source of the file. After the data selection is made, a destination BCM file will need to be created. 19

20 Figure 19 - Business Contact Manager Import Utility Data Selection After the destination file has been selected, the user is returned to the dialog displayed in Figure 14. After clicking Next, since this is now a BCM file, the user will be presented with the option to import History Items in addition to choosing whether to import duplicates. Figure 20 - Business Contact Manager Import Utility Enable History 20

21 Clicking Next finishes the Import process. Try This Exercise: Importing ACT! Or QuickBook Files 1. Select File > Import and Export > Business Contact Manager for Outlook. 2. Select the option to Import a File. Select Next. 3. Select the option for Quickbooks (.IIF) and click Next. 4. Click the Convert Data button. This starts the Data Conversion tool. 5. Click Next and select the type of File and click Next again. 6. Select the file to be imported and click Next. 7. Choose the desired options and destination and click Next to finish the wizard. Known Import Issues In order to convert ACT! Files, ACT! must be installed on the client machine. If it is not installed, then the following error is returned: Figure 21 - ACT! Error In addition, the version of ACT! whose files you are attempting to import must match the version of ACT! that is installed. For example, if you are attempting to import an ACT! 6.0 DB, you must have ACT! 6.0 installed on the machine. If you do not, the following error will be returned: Figure 22 - ACT Error if the incorrect version is on the system Exporting Files Business Contact Manager Update introduces some changes to the Export Process. When exporting to the Business Contact Manager format the user now has additional export options. When exporting to Business Contact Manager, the user now has the option to export history, with or without s or to not export history at all. In addition, Opportunities and Products can also be exported: 21

22 Figure 23 - New Export Options Exporting Data to Outlook In addition to copying Data from Outlook to Business Contact Manager, it is possible to copy data in reverse from Business Contact Manager to Outlook using the opposite of the procedures described above in the section on importing data from Outlook to Business Contact Manager. The most important consideration to remember when doing this is that All Business Contact Manager related functionality, linking will be lost when this is done. 22