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In Outlook for Mac 2011 Essential Training, author Alicia Katz Pollock provides a comprehensive overview of the full-featured email, calendar, and scheduling application from Microsoft. The course covers the key fundamentals of the program, including sending and receiving email, creating and managing contacts, and scheduling tasks and appointments. It also covers Outlook 2011 organizational features such as the Media Browser, Conversation view, My Day, the Scrapbook, and more.
Have you been using a web browser to get your email so that's where your contacts are, or do you have them in another contact management program? If so, you can export them from that program and import them into Outlook. This will mostly apply to people who've been getting your email from an ISP such as Comcast, Gmail or AOL. We'll use Gmail as our example, but the concept is the same for all of them. It's just that the commands will be in different places. If you are using Apple's Address Book, we'll discuss how to synchronize with that program in a future video. Importing your contacts is a two-step process.
First, you'll export your contacts from the other application into a CSV, comma separated values, a text file or an mbox format, and then you'll import the file into Outlook. So to do that, go over to Safari or your favorite web browser, and log into your email account. Then click on your Contacts and somewhere up there, you'll find a place where you can export those contacts. Find that Export and click on it. Now this window will be different depending on the program that you're using, but for Gmail, we are going to choose all our contacts, and let me choose the format that we are going to export into.
Google, Outlook CSV, vCard format, but of course we are going to choose the Outlook option, and then I'll click the Export button down in the bottom-left corner of the window. Now, I have my download. Now, I am going to go back to Outlook, and I am going to go to the Tools menu, and I am going to choose Import. It brings me to the same Import window that we saw in an earlier video, and this time we are going to go down to the fourth option, Contacts or messages from a text file. In the bottom-right corner, there is a blue arrow to go to the next window and it gives me two options here for importing contacts from a tab or comma-delimited text file or import the messages from an MBOX-format. Most of the time, you're going to choose the first option.
I'll go down to the corner and click the arrow to go to the next step, and now I have to navigate to my Downloads folder where Safari saved that file. So I'll click on my Home folder, and here is my contacts.csv file. I can either double-click on it or click on it one time and then click the Import button in the lower right-hand corner. Now it needs to map my contacts. That means that it needs to make sure that the fields in Gmail are the same as the fields in Outlook. There is a checkmark right here for first record contains field names.
In this case, it's important to leave that on because that's how it knows the names of the fields from the two programs. I can see here that First Name mapped to First Name just fine, as did Last Name to Last Name, but over here I have unmapped fields. Now Email Address, that one is crucial. Let's go ahead and map that one. I'll scroll down my list, and look for emails. There they are, way down there. Now, you can see that Outlook has the opportunity to save many emails. We just want the first one. I'll pick up this little square, next to Email address and drag it over here.
Now notice that I don't want to drop it right on the name. I need to be over here on the right-hand side, and I'll get a blue box when I am in the right place, and I'll drop Email Address and it will disappear from Unmapped and appear over here in the Mapped fields. Now, two more fields showed up. Priority and Categories. I don't actually need either of those, so I can ignore them. I have the ones that I need. First Name, Last Name and Email Address. I'll click Import. It wants to know if I want to save the settings. Now I don't think that I am going to be doing this import again.
So I am going to say Don't Save. The import is complete, and so I'll click Finish and now all of my contacts that were in Gmail are now in my Outlook. So with a little bit of elbow grease, you can bring your existing contacts into Outlook from other sources without having to start over from scratch.
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