Exporting a range of cells in Excel to Outlook 2003

[Guest]

Hi, I read all the posts...let me make this as simple as possible. I created an excel doc with email addresses only in cell range A1-to A100...i named this range "Address". I closed the workbook and opened outlook. Created a folder called Addresses in my personal folders Directory. Chose import from another program or file. Chose Microsoft Excel as the source. Chose the exact file Address.xls. Allowed duplicates..Chose the target folder Addresses. Checked the box next to "Import "Address" into folder: Addresses. Choosing finish gave me 100 empty entries in the Addresses folder. I then tried same and instead...chose Map Custom Fields...I drag the first Value( an email address from cell A1) into the ToName) field...I can click next and drag as many as I want...the OK option remains greyed out meaning I can not finish the operation. I am fairly certain I am following the exact instructions as you would agree I am sure...however the effort remains in vain.

Thanks for your help

 

[Karl Timmermans]

Email addresses should be imported to the appropriate "Email Address" field
(there are 3 to choose from) - not the name field in a contact folder.Also,
instead of mapping field "values" - suggest you map the field <names> and
not the values.

Karl

--
__________________________________________
Karl Timmermans - The Claxton Group
ContactGenie - Importer 1.3 / DataPorter 2.0
"Power contact importers for MS Outlook '2000/2003"
http://www.contactgenie.com

Hi, I read all the posts...let me make this as simple as possible. I

created an excel doc with email addresses only in cell range A1-to A100...i
named this range "Address". I closed the workbook and opened outlook.
Created a folder called Addresses in my personal folders Directory. Chose
import from another program or file. Chose Microsoft Excel as the source.
Chose the exact file Address.xls. Allowed duplicates..Chose the target
folder Addresses. Checked the box next to "Import "Address" into folder:
Addresses. Choosing finish gave me 100 empty entries in the Addresses
folder. I then tried same and instead...chose Map Custom Fields...I drag the
first Value( an email address from cell A1) into the ToName) field...I can
click next and drag as many as I want...the OK option remains greyed out
meaning I can not finish the operation. I am fairly certain I am following
the exact instructions as you would agree I am sure...however the effort
remains in vain.

 

[Guest]

Thx Karl. However, i gave some misleading info. I actually did import to the To: address as well as CC: address and BCC: address. None of this worked...also "values" is the name given to the right pane of the mapping custom fields popup. That is why I used this term. I know I am being stupid here...because if others can do this...certainly it is user brain failure. Pls review my process again and let me know if you see anything wrong based on my reply. Thanks

 

[Karl Timmermans]

Looking over this again, I suspect one or more of the following things:

#1 - You do not have column names for each item you are importing in the
first row of your excel sheet
#2 - Your named range within Excel doesn't cover the entire set of data you
want to import - the row
containing the field names (header row - row #1) and the data rows -
all the rows you want to import
- this range should be represented in ONE named range in Excel

If you're seeing actual data values when you're mapping - suspect item#1 is
the case above or not included
in your named range if you do have a Header row. You should be seeing the
name assigned to the column and NOT the value within the column (i.e. email
address) which should be mapped to the appropriate Outlook email address
field (there are 3).

As for mapping to the "To" or "BCC" etc - not sure what you're referring to
since those aren't valid Outlook
contact field names (<Name> is)

Finally - didn't ask/mention this before - the above applies to Outlook 2K
thru 2K3 - you don't map to an address list - you map to a contact folder.

Karl

Thx Karl. However, i gave some misleading info. I actually did import to

the To: address as well as CC: address and BCC: address. None of this
worked...also "values" is the name given to the right pane of the mapping
custom fields popup. That is why I used this term. I know I am being stupid
here...because if others can do this...certainly it is user brain failure.
Pls review my process again and let me know if you see anything wrong based
on my reply. Thanks

 

[Guest]

Karl, please be patient with me...i am obviously clueless.

First...i just created an xls file with only one column. That column inlcudes 94 email addresses. The cells range is A1-A94. I used my cursor and selected the range from A!-A94 and named it "emailadds". ( I assume this is the column name u refer to) The email address in A1 is displayed in the formula bar. I saved this file as "emailadds1".

I closed Excel and open outlook2003. I choose import and "from another file or program". Then choose Microsoft Excel as the "file type to import from" and browse to the file "emailadds.xls" as the "file to import". I then selected "Clublistadds" as the destination folder. This folder is a sub folder of my "Personal folders" directory in Outlook2003. I now check the box selecting the action--import "emailadds" into folder:clublistadds. When I checked the box...automatically the Map custom fields window pops up...it shows in the left hand pane titled "From: Microsoft Excel "emailadds" above the pane...AND the first actual email address...the one in cell A1 of emailadds.xls is displayed in the pane titled "Value". My options at the bottom are previous OR next.

Above the right hand pane To:Microsoft Office Outlook "Clublistadds" there are 2 display areas titled FIELD and Mapped From. There are several FIELD options to choose from the first being Subject then Body then FromName),FromAddress) and FromType). These 3 options (Name ,Address,Type) are also listed in the Fields To:, CC:, BCC:.
These Fields are followed by more FIELD options such as Billing Information, Category, Importance, Mileage and finally Sensitivity.

The options below this pane are CLear Map and Default Map.

My action was then to select the first email address in the Value area on the left side and drag it to a Field option on the right. As I mentioned before I chose To: (Address) . I expect at this point to be able to select "OK" as an option to begin the actual import...but it remains greyed out and my only option is to drag more values to FIELDS by selecting the Next button below the Values pane. OR ....Cancel. Since it appears nothing is working...i selected Cancel. This closed the Map Custom Fields window leaving me with the "Import a File" window opened and the box checked next to "import "emailadds" into the folder: Clublistadds. I chose to say finish as the option to map custom fields does not work as described above.

Clicking finish begins an export operation that places (94 assume) empty messages in the Clubadds folder. Ok...so thats the deal...step by step...I tried to look for another way to name colums as u suggested by typing name a column into the help search and found nothing. Im still lost.

I don't think the steps could be defined any more clearly Karl. Any help now?

Dennis

 

[Karl Timmermans]

Not a problem - just one minor missing step - insert a row above your
current A row. Type in a name (specifically - type it in as the cells value)
to it (i.e. EmailAddr for lack of anything more original). Then highlight
all rows which in this case should now be A1-A95 and give it a "range name"
or change the one you already have.

Import that into Outlook and you won't see the value of your first row but
rather the field name you typed in - in your new A1 row. In database
parlence - your columns names (the ones you assign/you typed in the first
row of your named range - otherwise sometimes called a "Header Row") are
"field names" and all other rows below it are considered "records".

So..... if you have 100 rows with 2 columns where the FIRST row had the
following entries:
A1 - "FullName"
A2 - "EmailAddr"
every row below that would be considered as a record containing 2 fields
(FullName, EmailAddr) and these are the items you want to map when importing
your data. In this example - your "Named Range" should encompass $A$1:$B$101
(reason that it goes to 101 is because in this example you have 100 actual
data rows with one header row = 101 ).

The same would be true if someone told you to export your worksheet as a CSV
file (or anything else for that matter) - it would look for fields name in
the first row/record/line it found. Access on the other hand will assign its
own field names if you tell it that the first row "isn't" a header row.

All there is to it

Karl

Karl, please be patient with me...i am obviously clueless.

First...i just created an xls file with only one column. That column

inlcudes 94 email addresses. The cells range is A1-A94. I used my cursor and
selected the range from A!-A94 and named it "emailadds". ( I assume this is
the column name u refer to) The email address in A1 is displayed in the
formula bar. I saved this file as "emailadds1".

I closed Excel and open outlook2003. I choose import and "from another

file or program". Then choose Microsoft Excel as the "file type to import
from" and browse to the file "emailadds.xls" as the "file to import". I then
selected "Clublistadds" as the destination folder. This folder is a sub
folder of my "Personal folders" directory in Outlook2003. I now check the
box selecting the action--import "emailadds" into folder:clublistadds. When
I checked the box...automatically the Map custom fields window pops up...it
shows in the left hand pane titled "From: Microsoft Excel "emailadds" above
the pane...AND the first actual email address...the one in cell A1 of
emailadds.xls is displayed in the pane titled "Value". My options at the
bottom are previous OR next.

Above the right hand pane To:Microsoft Office Outlook "Clublistadds" there

are 2 display areas titled FIELD and Mapped From. There are several FIELD
options to choose from the first being Subject then Body then
FromName),FromAddress) and FromType). These 3 options (Name
,Address,Type) are also listed in the Fields To:, CC:, BCC:.

These Fields are followed by more FIELD options such as Billing

Information, Category, Importance, Mileage and finally Sensitivity.

The options below this pane are CLear Map and Default Map.

My action was then to select the first email address in the Value area on

the left side and drag it to a Field option on the right. As I mentioned
before I chose To: (Address) . I expect at this point to be able to select
"OK" as an option to begin the actual import...but it remains greyed out and
my only option is to drag more values to FIELDS by selecting the Next button
below the Values pane. OR ....Cancel. Since it appears nothing is
working...i selected Cancel. This closed the Map Custom Fields window
leaving me with the "Import a File" window opened and the box checked next
to "import "emailadds" into the folder: Clublistadds. I chose to say finish
as the option to map custom fields does not work as described above.

Clicking finish begins an export operation that places (94 assume) empty

messages in the Clubadds folder. Ok...so thats the deal...step by step...I
tried to look for another way to name colums as u suggested by typing name a
column into the help search and found nothing. Im still lost.

 

[Guest]

Ok Karl...progress has been made! But...success is still beyond me. I can't believe such a simple thing has been so difficult. First I want to say thank you.

Next I need you to clarify some things that i see as a possible errors in your directions. More likely not. LOL

You mention that i can enter the column name in the header row. Done. For column A i have set a column name: "Login" in cell A1. But you then say I can define a second name in cell A2 that will define the name for the information placed in row B. This is where i am confused. You say that by doing this I would have cell data ranging from A1 to B101. Karl, I would have cell data ranging from A1-A102! in Row A. This is because I have names in both A1 and A2 and have records 1-100 beginning in A3 and ranging to A102. In row B with no column name--the records( i named the second row "EmailAdds and placed in A2 per your directions)-- would be ranging from B1 to B100.

This is contrary to your directions.

So...i decided to try it this way: I placed a column name for each row in cell 1 of each row. So now Row A has the column name "Login" in cell A1 and Row B has a column name "EmailAdds" in B1. I assigned a named range for each row so I can keep this simple. The named range for A1-101 is "loginnames" and the named range for cells B1-101 is "memberemails".

Now when I close the file and open outlook I choose to import a named range. I choose "loginnames" as the named range to import. I now see the actual column name "Login" instead of the records! Progress! BUT...dragging this to any <Name> field does not allow for further action as the OK option STILL greyed out. I cancel. I have no other choice. I choose finish when closing the window and once agin have 100 empty records imported into my target folder.

What the *#%@????