export outlook contacts distribution list to excel

STLCC-CPLS;Morrison 4/12/2012 Page 1

Export Outlook Contacts/Distribution List to Excel

Prepared by: Bob Morrison

FVCC, Instrumentation Specialist

March 2009

Email (Outlook) Distribution List

Excel

Excel Database with Email Addresses

Import Excel Addresses to Outlook Contacts

Share Outlook Contacts with another Outlook User

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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

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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

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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

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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

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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

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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

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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

Importing Excel Addresses to Outlook Contact

Distribution List

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Email (Outlook) Distribution List Excel Database with Email Addresses

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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.

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Import Excel Email Addresses to Outlook:

Outlook-Contacts-File-Import& Export-From another Program (Excel)

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Import Excel Email to Outlook: Browse to Excel File Location, then Next

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Import Excel Email to Outlook

: Select Defined Name AllStudents-then Map Custom Fields

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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

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Import Excel Email to Outlook:

Contacts list populated with Fields from Excel File

Contacts and Distribution List:

Names and

addresses

(email, street,

phones) of

people from:

various

organizations,

places,

personal,

business,

past, and

present

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.

Contacts Folder(s): Distribution List:

Email

Message

TO:

or

CC:

Send Email:

Incoming

Email

Addresses to

Save

Transferred

from Business

Cards, etc.

Selected from

a Database,

Excel or other

Email Info:

Outlook Send/Share Contacts Folder: with Another

Outlook User

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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

Outlook Send/Share Contacts: to Another Outllook User

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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

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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.