exporting distribution lists to Excel spreadsheet

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Guest

We have some large distribution groups and I need to export them into an
Excel spreadsheet. I need all the contacts and their info (mailing, phone
etc.) in the spreadsheet.

I've been looking all over and the best I can do is get the headers to
export, but none of the contact info.

Can anyone help?
 
This doesn't makes sense.
DL's don't contain phone numbers. All they contain is name and electronic
address--nothing else.
What is it you are really trying to do?
 
In the distribution list you can view the members. When you view the members
you can see their phone numbers, addresses, emails, etc. I want all that
information, for everyone in 1 particular distribution list, in an Excel
spreadsheet.


Russ Valentine said:
This doesn't makes sense.
DL's don't contain phone numbers. All they contain is name and electronic
address--nothing else.
What is it you are really trying to do?
--
Russ Valentine
[MVP-Outlook]
Sung said:
We have some large distribution groups and I need to export them into an
Excel spreadsheet. I need all the contacts and their info (mailing, phone
etc.) in the spreadsheet.

I've been looking all over and the best I can do is get the headers to
export, but none of the contact info.

Can anyone help?
Click to expand...
Click to expand...
 
Not in any DL I've ever seen. All you get is a name and an electronic
address.
What is your information store and Outlook version? All the rest of the
information is stored in the Contacts Folder, not the DL. It is from there
you would export. You can't export a DL.
--
Russ Valentine
[MVP-Outlook]
Sung said:
In the distribution list you can view the members. When you view the
members
you can see their phone numbers, addresses, emails, etc. I want all that
information, for everyone in 1 particular distribution list, in an Excel
spreadsheet.


Russ Valentine said:
This doesn't makes sense.
DL's don't contain phone numbers. All they contain is name and electronic
address--nothing else.
What is it you are really trying to do?
--
Russ Valentine
[MVP-Outlook]
Sung said:
We have some large distribution groups and I need to export them into
an
Excel spreadsheet. I need all the contacts and their info (mailing,
phone
etc.) in the spreadsheet.

I've been looking all over and the best I can do is get the headers to
export, but none of the contact info.

Can anyone help?
Click to expand...
Click to expand...
Click to expand...
 
Yes, but if you double click on a name you get their detailed "card". So I'd
have to find each person in the DL and then export them individualy from the
contacts list? That will take forever - I figured they'd have simplified
it... Since all the names are right there, it could pull all the contact
cards.

I'm using MS Office Outlook 2003.





Russ Valentine said:
Not in any DL I've ever seen. All you get is a name and an electronic
address.
What is your information store and Outlook version? All the rest of the
information is stored in the Contacts Folder, not the DL. It is from there
you would export. You can't export a DL.
--
Russ Valentine
[MVP-Outlook]
Sung said:
In the distribution list you can view the members. When you view the
members
you can see their phone numbers, addresses, emails, etc. I want all that
information, for everyone in 1 particular distribution list, in an Excel
spreadsheet.


Russ Valentine said:
This doesn't makes sense.
DL's don't contain phone numbers. All they contain is name and electronic
address--nothing else.
What is it you are really trying to do?
--
Russ Valentine
[MVP-Outlook]
We have some large distribution groups and I need to export them into
an
Excel spreadsheet. I need all the contacts and their info (mailing,
phone
etc.) in the spreadsheet.

I've been looking all over and the best I can do is get the headers to
export, but none of the contact info.

Can anyone help?
Click to expand...
Click to expand...
Click to expand...
 
Again, not in any DL I've ever seen. Double click yields a name and an
address and a format option. Period.
Perhaps you don't mean a distribution list. Are you talking about GAL or AD
entries? Those would not be Outlook DL's.
--
Russ Valentine
[MVP-Outlook]
Sung said:
Yes, but if you double click on a name you get their detailed "card". So
I'd
have to find each person in the DL and then export them individualy from
the
contacts list? That will take forever - I figured they'd have simplified
it... Since all the names are right there, it could pull all the contact
cards.

I'm using MS Office Outlook 2003.





Russ Valentine said:
Not in any DL I've ever seen. All you get is a name and an electronic
address.
What is your information store and Outlook version? All the rest of the
information is stored in the Contacts Folder, not the DL. It is from
there
you would export. You can't export a DL.
--
Russ Valentine
[MVP-Outlook]
Sung said:
In the distribution list you can view the members. When you view the
members
you can see their phone numbers, addresses, emails, etc. I want all
that
information, for everyone in 1 particular distribution list, in an
Excel
spreadsheet.


:

This doesn't makes sense.
DL's don't contain phone numbers. All they contain is name and
electronic
address--nothing else.
What is it you are really trying to do?
--
Russ Valentine
[MVP-Outlook]
We have some large distribution groups and I need to export them
into
an
Excel spreadsheet. I need all the contacts and their info (mailing,
phone
etc.) in the spreadsheet.

I've been looking all over and the best I can do is get the headers
to
export, but none of the contact info.

Can anyone help?
Click to expand...
Click to expand...
Click to expand...
 
Russ Valentine said:
Again, not in any DL I've ever seen. Double click yields a name and an
address and a format option. Period.
Click to expand...

If the DL is formed of people from a GAL or a contact folder, then
double-clicking the Name field for a member in an open DL brings up either
the GAL entry or the Contact record associated with that member. I just
tried it.
 
Not on my planet. DL's created from the GAL or the AD are not the same as
DL's created in Outlook. As always, post insufficient information and an
accurate answer is impossible.
Point remains: You cannot export DL's. You can export Contact Records.
 
EXACTLY! It opens up a Contact record. I want those contact records exported
into a spreadsheet. Do I have to do each one individually?
 
What part of my post do you not understand?
Why are you unable to provide the information asked?
 
Yes, you will need to export them individually. This is one benefit to using
categories to create dynamic dl's - you can easily copy the contacts in a
category and paste into other programs.

http://www.outlook-tips.net/archives/2003/20030730.htm
http://www.outlook-tips.net/howto/copy_data.htm

--
Diane Poremsky [MVP - Outlook]
Author, Teach Yourself Outlook 2003 in 24 Hours
Coauthor, OneNote 2003 for Windows (Visual QuickStart Guide)
Need Help with Common Tasks? http://www.outlook-tips.net/beginner/
 
Just to add one salient point to this- while you can open the contact record
of a DL member - that only applies if the member is in one of your contact
folders. DL members do not have to be existing contacts and hence
non-contact members will not have any associated information so no
additional info is available. The contents of the DL item itself only
contains the "Name" and "Email Address". You'd have to programmtically
determine if a DL member is in fact an existing contact . MS has not
provided any easy way to do the same thing that Outlook does when you double
click on a DL member (leastwise not that we've found anyhow).

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
 
And even that depends on the information store. DL's will not open Contact
Records even if they exist in the same folder in PST files.
 
Thank you Diane for your polite and professional response. I really
appreciate it!

-Sung


Diane Poremsky said:
Yes, you will need to export them individually. This is one benefit to using
categories to create dynamic dl's - you can easily copy the contacts in a
category and paste into other programs.

http://www.outlook-tips.net/archives/2003/20030730.htm
http://www.outlook-tips.net/howto/copy_data.htm

--
Diane Poremsky [MVP - Outlook]
Author, Teach Yourself Outlook 2003 in 24 Hours
Coauthor, OneNote 2003 for Windows (Visual QuickStart Guide)
Need Help with Common Tasks? http://www.outlook-tips.net/beginner/






Sung said:
EXACTLY! It opens up a Contact record. I want those contact records
exported
into a spreadsheet. Do I have to do each one individually?
Click to expand...
Click to expand...
 
hehe maybe a certain MVP should get his head out of his ass and answer
the question instead (or change job) ^_^

Sung skrev:
Thank you Karl, for your polite and professional response! I appreciate it.
-Sung
Click to expand...
 
Hi Morten,
I appreciate and accept your criticism, especially when you phrase it so
eloquently. I'm sure from seeing the number of posts here you've helped with
that you've run into the same frustrations I have of trying to read between
the lines in posts. It was not at all clear from the original post that the
question was actually about DL's, since DL's contain none of the information
that the user claimed. And if he were talking about DL's, then where those
DL's reside and how they were created would have bearing on the answer.
Despite repeated attempts to clarify those issues, no information was
returned.
This is not my "job." My job consumes about 60-70 hours a week and has
nothing to do with Outlook. Each of us has a limited amount of time to spend
trying to answer questions so it is frustrating not to have or get the
information we need to answer questions. I appreciate your willingness to
roll up your sleeves, add useful information to the thread and give us a
hand around here.
 
It has been a year since you posted your question here for the so-called
un-professionals to help you. I find myself today with the same dilema.
Just for the record, I understood your question from the first time I read it
(before the expert person replied initially) but maybe that is because I have
the same situtation to deal with. I found his postings very rude to say the
least. Whatever happened to customer service with courtesy?

The guy is right if you just look at the DL as a list of names with email
addresses but each one of those names is listed in your contacts with further
information such as addresses, titles, company info, etc. If you click on
their names, it will take you to their detailed contact info.

Just wondering if you ever did find a solution as I have 95 names in one DL
that I need to do a label merge to send out a mass mailing. I need this ASAP
before I start typing them from scratch! I have been searching for weeks now
hoping there is a way to export these addresses from outlook so I don't have
to print each one and start typing my labels just to get them out the door!

Please let me know ASAP... Thanks, Robin Noe, University of Cincinnati
email: (e-mail address removed)
 
Your scenario would require writing code to look up the contact record data based on the names and addresses in the distribution list. The only thing that can be "exported" from the DL is the names and addresses, because that is all the information that the DL itself contains.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
 
Noe1better said:
I found his postings very rude to say the least. Whatever happened to
customer service with courtesy?
Click to expand...

This isn't a customer service venue. It is a peer-to-peer newsgroup.
The guy is right if you just look at the DL as a list of names with
email addresses but each one of those names is listed in your
contacts with further information such as addresses, titles, company
info, etc.
Click to expand...

Not necessarily. DLs can contain names and addresses that are NOT in the
Contacts folder.
Just wondering if you ever did find a solution as I have 95 names in
one DL that I need to do a label merge to send out a mass mailing. I
need this ASAP before I start typing them from scratch! I have been
searching for weeks now hoping there is a way to export these
addresses from outlook so I don't have to print each one and start
typing my labels just to get them out the door!
Click to expand...

Save the DL as a text file (File>Save As). This will be a tab-separated
values file, which Excel can read. You can then use Mail Merge and use the
Excel spreadsheet as the data source.
 
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