Step 1: Excel address list for the Outlook e-Mail distribution to adjust
To be able to your contact list in Outlook import, you need to prepare them first. Otherwise, Outlook can't deal with your table. The following example is based on Office 2007, the differences between Office 2010, each of which is mentioned in the Text. The steps we explain below, is also in the photo gallery.
- Highlight all of the rows and columns to be inserted.
- In the menu ribbon under the "formulas" you will see the item "define name".
- Here you can designate the records that are marked (see picture). For example, select a name such as "contacts" and click Ok.
- Save your list as a "xls"file or as a csv. The newer xlsx Format "does not understand" Outlook under certain circumstances.
- Your address list is now ready to be in a Microsoft Outlook import. Close Excel now.
Step 2: Excel-embed a table in Outlook
Your contact information, you can now import as follows in Outlook:
- Outlook 2007: Open the "Start" tab and click on "Import/Export...". In Outlook 2010, you will come across the "file | Open" to the "Import"Dialog.
- It is the "Import/Export wizard" opens. In the list, select "import From another program or file" and click "Next".
- In the following window, select "Microsoft Excel". A click on "Continue" to confirm your input.
- Go to "Browse..." and select the previously saved Excel list. You want to avoid that duplicates are created from the list twice, you should also select the Option "do Not import duplicates".
- As the destination folder, select "contacts".
- Select the line "import contacts into folder: contacts". You have assigned in the first step, a different name, it is displayed instead of "contacts". Then click on "(user-defined) fields mapping".
- On the left side you will see your values from the table. This map now Drag and Drop the fields on the right side. An example: The name "Tony Stark" to assign the "Name" field. The associated e-mail address in the section "e-mail". Of course, you can also assign other values such as address, phone number, Fax, etc.
- Confirm your entry with Ok and click on "Finish".
- Now you have imported your address list from Excel to Outlook.
Step 3: Mail distribution create
Now you need to create a distribution list. In newer versions of Outlook, this list is the way "contact group".
- Under "file", navigate to "New" and choose "distribution list" (Outlook 2007). In Outlook 2010, you create a distribution list entry "contacts" (bottom left) and then at the top of the ribbon, "New contact group".
- Click on "select members" and select the right in the Raster address book "contacts".
- Now you can add as many of the imported contacts to the list. Confirm your choice with Ok.
- The distribution list can you name now. With "Save & close" to confirm your entry.
Note: This practice tip has been conducted with Excel 2007 and Outlook 2007. Depending on the Version, the individual steps may differ slightly from the instructions.
In Outlook, a second setting the time zone, you can read in this practical tip.
