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Outlook for Mac 2011 Essential Training

Importing and exporting contacts


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Outlook for Mac 2011 Essential Training

with Alicia Katz Pollock

Video: Importing and exporting contacts

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.
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  1. 54s
    1. Welcome
      54s
  2. 26m 12s
    1. Introducing Outlook 2011
      2m 1s
    2. Setting up Exchange accounts
      3m 8s
    3. Setting up IMAP accounts
      2m 19s
    4. Setting up POP accounts manually
      3m 31s
    5. Importing email from other applications
      2m 49s
    6. Importing and exporting contacts
      3m 47s
    7. Exploring the user interface
      2m 30s
    8. Customizing the view
      3m 7s
    9. Creating categories
      3m 0s
  3. 13m 29s
    1. Exploring the Inbox
      1m 51s
    2. Checking for new mail
      3m 42s
    3. Reading email
      3m 0s
    4. Deleting email
      1m 15s
    5. Previewing and saving attachments
      1m 46s
    6. Printing emails
      1m 55s
  4. 27m 31s
    1. Creating a new message
      4m 10s
    2. Formatting messages
      5m 18s
    3. Adding attachments
      1m 43s
    4. Adding pictures with the Media Browser
      2m 22s
    5. Information Rights Management
      3m 15s
    6. Replying and forwarding
      3m 5s
    7. Working with signatures
      4m 11s
    8. Working with priorities
      1m 9s
    9. Setting up Out of Office auto-replies
      2m 18s
  5. 20m 46s
    1. Arranging your Inbox
      3m 40s
    2. Using the Conversation view
      2m 47s
    3. Organizing messages with folders
      3m 48s
    4. Creating message rules
      7m 23s
    5. The Mailing List Manager
      2m 12s
    6. Filtering messages
      56s
  6. 9m 1s
    1. Setting junk mail protection levels
      3m 41s
    2. Managing your Junk folder
      3m 17s
    3. Recognizing spam
      2m 3s
  7. 19m 9s
    1. Viewing contacts
      2m 42s
    2. Creating contacts
      6m 14s
    3. Creating contact groups
      2m 40s
    4. Sending email to your contacts
      1m 0s
    5. Printing your contact list
      1m 50s
    6. Syncing contacts
      1m 58s
    7. Working with vCards and exporting
      2m 45s
  8. 25m 42s
    1. Viewing the Calendar
      5m 25s
    2. Creating appointments
      7m 12s
    3. Creating recurring appointments
      3m 34s
    4. Creating meetings and inviting attendees
      5m 29s
    5. Adding holidays
      2m 23s
    6. Printing your calendar
      1m 39s
  9. 7m 8s
    1. Creating new tasks and completing them
      2m 28s
    2. Managing your tasks
      4m 40s
  10. 9m 28s
    1. Creating new notes
      4m 50s
    2. Managing your notes
      3m 44s
    3. Printing notes
      54s
  11. 20m 8s
    1. Using categories
      6m 14s
    2. Flagging items
      4m 15s
    3. Searching and smart folders
      4m 49s
    4. Using folders
      1m 36s
    5. Right-clicking
      3m 14s
  12. 37m 57s
    1. Delegating and sharing public folders
      5m 12s
    2. Syncing Exchange and IMAP
      1m 9s
    3. Setting preferences
      7m 1s
    4. Using AutoCorrect
      2m 9s
    5. Using My Day
      5m 16s
    6. Using the Scrapbook
      5m 38s
    7. Using the reference tools
      2m 58s
    8. Getting help
      2m 34s
    9. Backing up
      3m 6s
    10. Using the Database Utility
      2m 54s
  13. 32s
    1. Final thoughts
      32s

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Outlook for Mac 2011 Essential Training
3h 37m Beginner Oct 26, 2010

Viewers: in countries Watching now:

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.

Topics include:
  • Setting up Exchange, IMAP, and POP accounts
  • Importing email and contacts
  • Reading, sending, and deleting email
  • Understanding the Outlook 2011 Information Rights Management tools
  • Organizing email with Conversation view
  • Creating and syncing contacts
  • Using tasks and appointments
  • Organizing with categories, flags, and smart folders
Subjects:
Business Email
Software:
Office Outlook Outlook for Mac Office for Mac
Author:
Alicia Katz Pollock

Importing and exporting contacts

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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