Import a file

The advantage of importing and exporting data using the Import and Export Wizard is that it saves you from having to manually re-enter data you need.

Microsoft Outlook gives you the ability to copy data from many programs so that you can use that data in Outlook. For example, you might want to bring in existing information such as names and addresses from one of the following programs: Eudora, Lotus Organizer, or Microsoft Schedule+.

You also might want to convert your Personal Address Book (Personal Address Book: A customizable address book used to store personal e-mail addresses you use frequently. However, Contacts offers more advanced features for this function. Personal Address Book files have a .pab extension and can be copied to disk.), with its contact (contact: Person about whom you can save many types of information, such as street and email addresses, telephone and fax numbers, and webpage URLs.) information, to a Contacts folder. Do this by importing the contact information to the Contacts folder. Outlook contacts are fully integrated into Outlook, providing flexibility and customization that is not available in the Personal Address Book.

 Note   You should not import items created in multiple languages or in a language that is not supported by your system code page to a file type that does not support Unicode. For example, if you have items created in multiple languages in a Microsoft Outlook Personal Folders file (.pst), you should not import the items to a Microsoft Outlook 97-2002 Personal Folders file (.pst). This file type does not support Unicode and therefore any items containing characters in any language other than those supported by the system code page in text fields other than the body of items (item: An item is the basic element that holds information in Outlook (similar to a file in other programs). Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.) such as To and Subject lines of messages, ContactName and BusinessTelephoneNumber properties of contact items will be interpreted incorrectly and will result in the display of '?'s and other unintelligible text.

What do you want to do?


Import an Internet email client's account name and server settings

To import email account settings from Microsoft Outlook Express or Eudora:

  1. On the File menu, click Import and Export.
  2. Click Import Internet Mail Account Settings, and then click Next.
  3. Click the email client to import, and then click Next.
  4. Follow the remaining instructions in the Import and Export Wizard.

To import email messages and email addresses from Microsoft Outlook Express or Eudora:

  1. On the File menu, click Import and Export.
  2. Click Import Internet Mail and Addresses, and then click Next.
  3. Click the program you want to import items from.
  4. Do any of the following:
    • To import existing email messages, select the Import mail check box.
    • To import entries from your Address Book, select the Import address book check box.
    • To import filters or rules, select the Import rules check box. Rules can be imported only from Outlook Express.
  5. Click Next.
  6. Do one of the following:
    • If you are importing only email messages or rules, click Finish.
    • If you are also importing entries from your Address Book, click Next.
  7. Choose one of the following:

Replace duplicates with items imported    Existing data will be overwritten with the information in the file being imported.

Allow duplicates to be created    Existing data will not be overwritten, and duplicates will be added to the current Outlook folder.

Do not import duplicate items    Existing data will be kept, and the duplicate information in the file will not be copied to the current Outlook folder.

  1. Click Finish.
  2. To save a copy of the import summary to your Inbox, click Save in Inbox.

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Import a file from another program or file

To import from Act!, Lotus Organizer, Microsoft Access, Schedule+, or Microsoft Excel:

  1. On the File menu, click Import and Export.
  2. Click Import from another program or file, and then click Next.
  3. Select the type of file to import.
  4. Click Browse, and then select the file you want to import.
  5. Select the folder you want the imported data to go into.
  6. If necessary, map fields from the file you are importing to Outlook fields.

ShowHow?

  1. Click Map Custom Fields.
  2. In the From box, drag the field you want to convert onto the Microsoft Outlook field listed in the To box.

To see additional records in the From box, click Previous or Next.

  • To remove all mapping, click Clear Map.
  • To reset the original mapping, click Default Map.
  1. To display additional fields in the To box, click the plus sign (+) next to the field. For example, to display the Business Street and Business City fields, click the + next to Business Address.
  1. Click OK.

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Import an iCalendar or vCalendar file into Calendar

  1. On the File menu, click Import and Export.
  2. Click Import an iCalendar or vCalendar file (.vcs), then click Next.
  3. Locate the folder that contains the file you want to import. In the Files of type list, choose either iCalendar Format or vCalendar Format.
  4. Click OK.

ShowTip

You can also double-click the vCalendar file or drag it to the Calendar icon in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes buttons for the Mail, Calendar, and Tasks views and the folders within each view. Click a folder to show the items in the folder.). These methods work best with a single vCalendar appointment because only the first appointment in a file is imported when you double-click or drag the file.

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Import a vCard file to Contacts

  1. On the File menu, click Import and Export.
  2. Click Import a Vcard file (.vcf), then click Next.
  3. In the Look in box, click the folder that contains the vCard file you want. Double-click folders until you can click the vCard file you want to import.
  4. Click Open.

ShowTip

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Import information from a Personal Folders file (.pst)

  1. On the File menu, click Import and Export.
  2. Click Import from another program or file, and then click Next.
  3. Click Personal Folder File (.pst), and then click Next.
  4. In the File to import box, specify the path and file name of the .pst file you want to import.
  5. Choose one of the following:

Replace duplicates with items imported    Existing data will be overwritten with the information in the file being imported.

Allow duplicates to be created    Existing data will not be overwritten, and duplicates will be added to the current Outlook folder.

Do not import duplicate items    Existing data will be kept, and the duplicate information in the file will not be copied to the current Outlook folder.

  1. Follow the remaining instructions in the Import and Export Wizard.

 Note   You should not import items created in multiple languages or in a language that is not supported by your system code page to a file type that does not support Unicode. For example, if you have items created in multiple languages in a Microsoft Outlook Personal Folders file (.pst), you should not import the items to a Microsoft Outlook 97-2002 Personal Folders file (.pst). This file type does not support Unicode and therefore any items containing characters in any language other than those supported by the system code page in text fields other than the body of items (item: An item is the basic element that holds information in Outlook (similar to a file in other programs). Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.) such as To and Subject lines of messages, ContactName and BusinessTelephoneNumber properties of contact items will be intepreted incorrectly and will result in the display of '?'s and other unintelligible text.

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Applies to:
Outlook 2003