Import information into Outlook

You can import e-mail messages, contacts, and other items (items: Units of information in Outlook, such as e-mail messages, calendar events, contacts, tasks, and notes.) into Outlook from other applications such as Outlook for Windows and Entourage.

 Note   If your messages are stored on a mail server (such as for a Microsoft Exchange account (Microsoft Exchange account: An account managed by Microsoft Exchange Server. Microsoft Exchange accounts are used by organizations with many users. They make it possible to synchronize e-mail, calendars, and contacts between multiple computers.), POP (POP: A common type of Internet-based mail account. Examples are Windows Live Hotmail and Yahoo! Mail. After you add a POP account to Outlook, messages from the account appear in the folder list under On My Computer.), or IMAP (IMAP: A common type of Internet-based mail account such as Gmail, AOL Mail, and many others. Messages from these accounts appear in folders in the Outlook folder list, under the name of the account.) account), you can set up those accounts in Outlook and then download the messages instead of importing them.

Do any of the following:

ShowImport an Outlook Data File (.pst or .olm)

You can import an Outlook for Windows Data File (.pst) or an Outlook for Mac Data File (Outlook for Mac Data File: A file exported by Outlook for Mac that contains a user's e-mail messages, contacts, calendar events, and other information. An Outlook for Mac Data File can be used as an archive or to transfer data between computers.) (.olm). These data files can contain large amounts of data of multiple item types. Outlook Data Files are frequently used as an archive or to transfer data between computers.

  1. On the Outlook for Mac File menu, click Import.
  2. Click Outlook Data File, and then click the right arrow.
  3. Select a data file type, and then click the right arrow.
  4. Locate the data file on your computer, and then click Import.
  5. When the import process is complete, click Done.

The imported items appear in the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.) under On My Computer.

 Note   Outlook for Mac can only import Unicode-based .pst files which are the standard format for Personal Folders files for Outlook (for Windows) 2003 and later versions. ANSI-formatted .pst files, also known as Outlook 97-2002 Personal Folders Files, were the standard personal folder format for saving data in Outlook for Windows in versions 97-2002. This file format can't be imported into Outlook for Mac. If you have the older version of ANSI-formatted .pst file, there is no automated procedure to convert that file to the newer file format. However, you can create a new Outlook Data File (.pst) in Microsoft Outlook for Windows 2003 or later, and then import items from the older file into the new file. You can then import the new .pst file into Outlook for Mac. For more information about how to create .pst files and importing items, see Help for your version of Outlook for Windows.

ShowImport Entourage information from an archive or an earlier version

You can import information such as e-mail messages, contacts, and events from Entourage 2004, Entourage 2008, or Entourage 2008, Web Services Edition. You can also import from an Entourage archive, which has an .rge extension.

  1. On the Outlook for Mac File menu, click Import.
  2. Click Entourage information from an archive or earlier version, click the right arrow, and then follow the instructions.

 Note   

ShowImport contacts from a text file

Outlook can import contacts that are saved in a special kind of text file, sometimes called a CSV (CSV: An acronym for comma-separated values file, a text file in which each entry is separated by a comma. You can use CSV files to save address information and import that information into Outlook. You can also save and import information into Outlook by using tab-delimited files.) file. A CSV file has items that are separated by commas or tabs. Many e-mail services and e-mail applications can export contact information into text files. To find how to export contacts to a text file, see the Help for your e-mail service or contacts application.

  1. In the e-mail service or application that you want to export from, export the contacts as a text file, and then save the text file to your Mac.

 Note   If you export contacts that have a notes field, you can help prevent problems by removing the paragraph returns from notes.

  1. On the Outlook for Mac File menu, click Import.
  2. Click Contacts or messages from a text file, and then click the right arrow.
  3. Click Import contacts from a tab- or comma-delimited text file, and then click the right arrow.
  4. Locate the text file that you want to import, and then click Import.

On the Import Contacts screen, the Mapped fields box shows the fields that Outlook matched. The left column of the Mapped fields box shows the fields that are available in Outlook. The right column of the box shows the fields of the imported text file.

  1. Drag fields from the Unmapped fields box to the right column of the Mapped fields box. For example, drag the "Business Phone" field to the right column of the Mapped fields box next to the "Work Phone 1" field.

You can also drag fields within the right column of the Mapped fields box.

  1. To view other contact records and verify that the data is mapped correctly, click Next or Prev.

 Tip   To prevent data loss, select the Import unmapped fields to "Notes" check box.

  1. When you have finished mapping fields, click Import.

ShowImport contacts from the Apple Address Book

You can export contacts from the Apple Address Book as a vCard (vCard: Abbreviation for Virtual Business Card (.vcf file), a standard for creating and sharing contact information over the Internet. You can send a contact to another person in vCard format. The recipient can then open the vCard in a personal information manager program that supports vCards, such as Outlook, and add the contact to an Address Book.), and then drag the vCard file into Outlook to import your contacts.

 Tip   As an alternative to importing contacts from the Apple Address Book, you can turn on Sync Services for your Outlook contacts. Turning on Sync Services syncs your Outlook contacts with the Apple Address Book, MobileMe, and other applications or devices that you set up in Apple iSync.

  1. In the Apple Address Book, select the contacts that you want to export, and then drag the selection to the desktop.

The contacts are saved as a vCard file that contains all the contacts.

  1. In Outlook for Mac, at the bottom of the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click Contacts Contacts view button.
  2. Drag the vCard file from the desktop to the Contacts item list (item list: In the main Outlook window, the list of messages, contacts, tasks, or other items. By default, the item list is displayed vertically between the navigation pane and the reading pane.).

 Note   Contact groups in the Apple Address Book are converted to categories in Outlook.

See also

Add an Exchange account

About adding accounts

Sync Outlook with iCal and Apple Mail on your Mac

Items from Entourage don't appear

Export or manually archive Outlook items

Import iCal or Address Book items into Outlook

 
 
Applies to:
Outlook for Mac 2011