Import contacts from an Outlook address book

Access and Outlook are both excellent programs for managing your personal and business contacts. As a result, you might want to import contact data from Outlook 2007 into Access 2007. However, the Outlook import feature in Access 2007 cannot directly import data from the Outlook 2007 file format, and Outlook 2007 cannot directly export data to an Access 2007 database. Fortunately, it is easy to export Outlook contacts as a text file, and then import that file into Access 2007.

For more information about the reverse procedure (exporting contacts from Access to Outlook), see the article Export contacts to an Outlook address book.



Import or link to Outlook contacts by using the Exchange/Outlook Wizard

You can use the Exchange/Outlook Wizard to import or link to Outlook contact data. If you import the data, Access creates a copy of the Outlook data and puts it in an Access table. Changes made to the data in either program do not affect the data in the other program. By contrast, if you use the link option, Access maintains a link to the Outlook data. Changes made to the data in Access are reflected in Outlook, and vice versa.

  1. On the External Data tab, in the Import group, click More, and then click Outlook Folder.
  2. In the Get External Data - Outlook Folder dialog box, select the option that you want, and then click OK.
  3. In the Exchange/Outlook Wizard dialog box, select the folder or address book that contains the contacts that you want, and then click Next.

Exchange/Outlook Wizard

Callout 1 Expand the top Mailbox folder.
Callout 2 Select the folder that contains the contacts that you want to import into Access.
  1. Follow the instructions on the remaining pages of the wizard.

After you complete the wizard, Access imports or links to the contact data that you specified.

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Import contacts by using a text file

If you have trouble using the wizard (for example, if the wizard does not import a field that you need), you can try exporting the contacts from Outlook as a text file and then importing that text file into Access.

Step 1: Export the Outlook contacts to a text file

Perform the following steps in Outlook 2007:

  1. On the File menu, click Import and Export.
  2. Select Export to a file, and then click Next.
  3. Select Tab Separated Values (Windows), and then click Next.
  4. Select the Contacts folder that you want to export to Access, and then click Next.
  5. Type a name for the file, using the file name extension .txt.

 Note   By default, Access saves the file to your default documents folder. If you want to save the file to a different location, click Browse, and then browse to the folder in which you want to save the file.

  1. On the next page of the wizard, click Finish.

Outlook exports the contents of the selected folder to a text file.

Step 2: Import the contact data into Access

  1. Open the Access database into which you want to import the data.
  2. On the External Data tab, in the Import group, click Text File.
  3. In the Get External Data – Text File dialog box, click Browse.
  4. Select the file that you created in the previous procedure, and then click Open.
  5. Select Import the source data into a new table in the current database, and then click OK.
  6. In the Import Text Wizard, select Delimited, and then click Next.
  7. On the next page of the wizard, make sure that the options are set, as shown in the following table:
Option Value
Choose the delimiter that separates your fields Tab
First Row Contains Field Names Selected (checked)
Text Qualifier " (double quotation marks)
  1. Follow the instructions on the remaining pages of the wizard.

When the wizard finishes, Access imports the text file.

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Import contacts by using the Contact Management Database template

The Access 2007 Contact Management Database template database features an "Add from Outlook" command that quickly imports Outlook contact information into Access. For more information, see the Contact Management Database template download page. The template features an introductory video that shows you how to use the Add from Outlook command.

After you add Outlook contacts to the Contact Management Database template, you can import or link to the template's Contacts table from another Access database. For more information, see the article Import or link to data in another Access database.

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Applies to:
Access 2007