Excel Email (Outlook) Distribution List Excel Database with Email Addresses Export Outlook Contacts/Distribution List to Excel Import Excel Addresses to Outlook Contacts Share Outlook Contacts with another Outlook User Prepared by: Bob Morrison FVCC, Instrumentation Specialist March 2009 Page 1
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 Page 2
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 Page 3
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 Page 4
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 Page 5
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 Page 6
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 Page 7
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 Page 8
Importing Excel Addresses to Outlook Contact Distribution List Email (Outlook) Distribution List Excel Database with Email Addresses Page 9
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. Page 10
Import Excel Email Addresses to Outlook: Outlook-Contacts-File-Import& Export-From another Program (Excel) Page 11
Import Excel Email to Outlook: Browse to Excel File Location, then Next Page 12
Import Excel Email to Outlook : Select Defined Name AllStudents-then Map Custom Fields Page 13
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 Page 14
Import Excel Email to Outlook: Contacts list populated with Fields from Excel File Page 15
Contacts and Distribution List: Email Info: Incoming Email Addresses to Save Transferred from Business Cards, etc. Selected from a Database, Excel or other Contacts Folder(s): Names and addresses (email, street, phones) of people from: various organizations, places, personal, business, past, and present Distribution List: 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. Send Email: Email Message TO: or CC:
Outlook Send/Share Contacts Folder: with Another Outlook User 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 Page 17
Outlook Send/Share Contacts: to Another Outllook User Page 18
Outlook: Receive Shared Contacts Email
Outlook: Open Shared Contacts Folder
Outlook: View Shared Contacts folder
Outlook: Copy Shared Contacts to another Folder
Outlook: Creat New Contacts Folder for Email or Distribution List
Contacts: Set Folder for use in Email Addresses 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. Page 24