Tech Team Newsletter - Volume 6 Issue 3

Tech Team: In the Trenches

April 2008 Volume 6 Issue 3

Table of Contents

Outlook Issues

"When I try to import a list of contacts from Excel to my Outlook Contacts, I keep getting an error message. What am I doing wrong?"

The Issue: You may not have the file formatted properly to complete the import.

The Fix: First, you need to convert the Excel file to a CSV (Comma delimited) file or a Text (Tab delimited) file. If your Excel file separates your contact information using "commas," then you’ll want to convert it to a CSV (Comma Separated Values) file. If your Excel file separates your contact information into columns, by using tabs, than you want to convert it to a Text (Tab delimited) file.

After saving the file into the appropriate format, you’ll need to complete the import. From the Outlook menu, select File, Import and Export, and highlight the option that says Import from another program or file. Click Next.

Now you will choose the format you saved your original Excel file in – Comma Separated Values (Windows) or Tab Separated Values (Windows). Click Next. Use the Browse button to select the desired file. Usually you’ll want to choose the option that says Do not import duplicate items, and click Next.

Finally, select the Outlook folder you want to import your contact to. Most likely, this is your "Contacts" folder. Click Next. From here, click Map Custom Fields. In this area, your goal is to map each column from your converted CSV or Text (Tab delimited) file to the correct Outlook address book field. You’ll simply drag and drop each column title to the desired field. Once your mapping is complete, click OK, and then Finish.

"How can I save or copy all my contacts or calendar appointments in Outlook?"

The Issue: All your Outlook data is stored in what it is called a (.pst), or Personal Folders Files. Since these pst’s contain your most critical personal or business contact information, it’s a very good idea to get in the habit of backing it up.

The Fix: First, find the folder where Outlook stores your email messages and other data. On the Outlook menu, select File, then Data File Management. Highlight your main data file(s), click Open Folder, and copy all the files ending in ".pst." To copy these files, simply right-click on each of the files and select the Copy option.

Be sure you copy "outlook.pst" and "archive.pst," as these contain the bulk of your information. With the files copied in memory, you’ll want to open another folder where you’d like to save the copies, right-click once again and select Paste.

The optimal location to save the copies is on another computer, a blank CD or jump drive. Remember the purpose of this is to have a protected copy of your data in case your computer loses its hard drive.

Remember to check back next month for more computer troubleshooting tips.

Still having trouble understanding this? Call the Technology Helpline, where we'll be happy to walk you through resolving any of these issues.