C H A P T E R 19 | Part 4 Switching from Other Applications | Microsoft Office Resource Kit |
Switching to Microsoft Outlook |
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This chapter tells you what to expect when you or your workgroup switches to Microsoft Outlook 97 for Windows or Microsoft Outlook Express 4.0 for the Macintosh from other scheduling, calendar, or electronic mail (email) applications.
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When you switch to Microsoft Outlook or Microsoft Outlook Express, importing data is an easy process. The Microsoft Office Value Pack contains converters so you can import data directly from several other programs. Outlook and Outlook Express can also import from intermediary formats.
Outlook is an e-mail client that can be used with any fully MAPI-compliant e-mail system, including Microsoft Exchange Server, Microsoft Mail 3.x, Post Office Protocol (POP), and Lotus cc:Mail.
Note The CDROM version of Office 97 includes the Value Pack, a collection of application extras such as clip art, maps, sounds, presentation enhancements, and utilities. For more information about the Office 97 Value Pack and how to use its contents, see Valupack.hlp in the ValuPack folder on the Office CD. If you have World Wide Web access, you can also point to Microsoft on the Web (Help menu) in any Office application and then click Free Stuff.
Outlook Express for the Macintosh is a true Internet e-mail client. Users can seamlessly share information with anyone and use Outlook Express with any Internet standards-based e-mail and news server. The following standards are supported by Outlook Express.
For more information about how Outlook Express supports Internet standards, see "Supported Internet Standards" in Chapter 37, "Microsoft Outlook Architecture."
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With Outlook (Windows) and Outlook Express (Macintosh), you can import e-mail messages and address books from other e-mail programs and programs that export intermediary formats, such as tab-separated values. You can also export the Outlook and Outlook Express address books to other programs or any other program that imports files in tab-delimited format.
The rest of this section describes how to import and export information directly between Outlook and other programs. For a description on how to import information from other programs to Outlook Express, see "Switching to Outlook Express" later in this chapter.
Using the Import and Export command (File menu), you can import and export information directly between Outlook and any of the file types listed in following table.
Product | File extension | Import | Export |
Comma Separated Values (DOS) | .txt | Yes | Yes |
Comma Separated Values (Windows) | .csv | Yes | Yes |
dBASE | .dbf | Yes | Yes |
Lotus Organizer 1.0, 1.1, 2.1 | .org, .or2 | Yes | No |
Microsoft Access | .mdb | Yes | Yes |
Microsoft Excel | .xls | Yes | Yes |
Microsoft Exchange Personal Address Book | .pab | Yes | Yes |
Microsoft FoxPro | .dbf | Yes | Yes |
Microsoft Schedule+ 1.0 | .cal | Yes | No |
Microsoft Schedule+ 95 | .scd | Yes | No |
NetManage ECCO Pro 3.0, 3.01, or 3.02 | .eco | Yes | No |
Starfish Sidekick 1.0/95 | .skcard | Yes | No |
Symantec ACT! 2.0 for Windows | .dbf | Yes | No |
Tab Separated Values (DOS) | .txt | Yes | Yes |
Tab Separated Values (Windows) | .txt | Yes | Yes |
To import data from or export data to any of the following applications, however, you must use the appropriate converters:
With the appropriate converter, you can also directly import or export items in the Outlook Journal or Notes folder.
Note Outlook converters are available in the Office 97 Value Pack. For more information about the Value Pack and how to use its contents, see Valupack.hlp in the ValuPack folder on the Office CD. If you have Web access, you can also point to Microsoft on the Web (Help menu) in any Office application and then click Free Stuff.
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Outlook for Windows includes software for the following popular email service providers and for the Internet.
If you already have Microsoft At Work fax software installed on your computer, the software is updated automatically when you install Outlook. Otherwise, install the Microsoft At Work fax software driver from your Windows 95 disks before you install Outlook.
This service is also known as Simple Mail Transfer Protocol (SMTP) or POP version 3.
You can use the Internet Mail service provider to use this online service.
Note The cc:Mail driver is available in the Office 97 Value Pack. For more information about the Value Pack and how to use its contents, see Valupack.hlp in the ValuPack folder on the Office CD. If you have Web access, you can also point to Microsoft on the Web (Help menu) in any Office application and then click Free Stuff.
If your email service provider is not included in the preceding list, you must obtain the appropriate software from your service provider. In the meantime, you can use Outlook without email. For information about how to add an information service to a profile in Outlook, see Outlook online Help.
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Note The information in this section applies to Outlook for Windows. For information about Outlook Express for the Macintosh, see "Switching to Outlook Express" later in this chapter. |
You can install Outlook for Windows in your workgroup with the cc:Mail information service, a MAPI service provider that allows you to use Outlook as an email client with a cc:Mail post office.
When Outlook users install the cc:Mail service provider and then add the information service to their user profiles, they can exchange mail with other cc:Mail and Outlook users, use cc:Mail bulletin boards, download the post office address book for working offline, and have all the power of Outlook with a cc:Mail email account.
Note Outlook features such as Voting buttons, Message Flags, and AutoPreview are all fully functional using a cc:Mail post office, but they are available only to Outlook users.
For Windows NT Workstation 3.51 or later, you must install the 32bit version of VendorIndependent Messaging (VIM), available from Lotus Development Corporation.
Note The cc:Mail transport provider is available in the Office 97 Value Pack. In the ValuPack\Ccmail folder, doubleclick the file Ccmailsp.exe (Windows 95 or Windows NT Workstation 4.0) or Ccmailnt.exe (Windows NT Workstation 3.51). For more information about the Value Pack and how to use its contents, see Valupack.hlp in the ValuPack folder on the Office CD. If you have Web access, you can also point to Microsoft on the Web (Help menu) in any Office application and then click Free Stuff.
To add the cc:Mail information service to your user profile
To get the full functionality of Outlook, you must turn on Rich Text Format (RTF).
To turn on RTF in Outlook
Using cc:Mail Bulletin Boards with Outlook
When you add the cc:Mail messaging service to your profile, the cc:Mail Service Tools command is added to the Outlook Tools menu. Copy information on cc:Mail bulletin boards from the post office to your computer using the Import cc:Mail Bulletin Boards or Update cc:Mail Bulletin Boards command on the cc:Mail Service Tools submenu.
To use cc:Mail bulletin boards with Outlook, you must have the file Export.exe in your path, and you must create an address entry in your Personal Address Book for the bulletin board. Entries to a bulletin board are sent as email messages addressed to the bulletin board.
To set up cc:Mail bulletin boards using the Outlook client
This places the file in your post office share, which is on your path.
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Add a bulletin board to the list by clicking Edit List, clicking Add, and typing the name of the bulletin board.
To send a message to the bulletin board, create a new email message and address it using the address for the bulletin board in the Personal Address Book.
The Update cc:Mail Bulletin Boards command copies only items posted by other users. To copy the bulletin board and include your entries, you must use the Import cc:Mail Bulletin Boards command. This creates a new copy of the bulletin board folder (with a number such as 001) in your Folder List. Each time you import a bulletin board, a new folder is created that includes all the current contents.
The New Post in This Folder command (Compose menu) posts a new message to your local copy of the bulletin board, not to the post office version. Other users of the bulletin board do not see these posted messages.
Importing cc:Mail Folders into Outlook
If you created personal folders in cc:Mail, you can import them into Outlook. You must have the cc:Mail file Export.exe in the path to complete this procedure.
To import cc:Mail folders into Outlook
Using cc:Mail Private Lists and Address Book with Outlook
In Outlook, you can download the cc:Mail post office address book for working offline.
To download the cc:Mail post office address book
The cc:Mail directory and mail lists appear in the Show Names from the box in the Address Book dialog box (Tools menu).
You can also import cc:Mail private mail lists into Outlook.
To import cc:Mail private mail lists
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Note The information in this section applies to Outlook for Windows. For information about Outlook Express for the Macintosh, see "Switching to Outlook Express" later in this chapter. |
Moving your data from ACT! to Outlook for Windows is a simple process. First install the appropriate converter, and then import the data into Outlook using the Import and Export Wizard.
Note The ACT! 2.0 converter is available in the Office 97 Value Pack. In the ValuPack\Convert\Outlook folder, doubleclick the file Outcvt.exe (Windows 95 or Windows NT Workstation 4.0) or Outcvtnt.exe (Windows NT Workstation 3.51). For more information about the Value Pack and how to use its contents, see Valupack.hlp in the ValuPack folder on the Office CD. If you have Web access, you can also point to Microsoft on the Web (Help menu) in any Office application and then click Free Stuff.
To import ACT! 2.0 data into Outlook
The Import and Export Wizard maps the fields in the converted program files to the appropriate fields in Outlook. For a list of fields used in Outlook or for more details about mapping custom fields, see "Sharing Information with Outlook 97" in Chapter 27, "Sharing Information with Microsoft Office Applications."
Mapping Fields from ACT! 2.0 to Outlook
This section describes the mapping that the ACT! 2.0 converter performs when an ACT! 2.0 file is imported into Outlook.
Mapping Contact Fields
The ACT! 2.0 converter maps contact fields as shown in the following table.
This field name in ACT! 2.0 | Maps to this field name in Outlook |
Contact | Full NameACT! combines the full name into one field. This is mapped to a combined name in Outlook. |
Company | Company |
Title | Job Title |
Address (3 fields) | Business Address StreetACT! maps three street address fields into one. |
City | Business Address City |
State | Business Address State |
Zip | Business Address Postal Code |
Address (3 fields) | Home Address StreetACT! maps three street address fields into one. |
City | Home Address City |
State | Home Address State |
Zip | Home Address Postal Code |
Business Fax | Business Fax |
Business Phone | Business PhoneACT! appends a separate extension field to phone numbers. |
Car Phone | Car Phone |
Home Phone | Home Phone |
Alt Phone 1 & 2 | This field is not automatically mapped. |
Assistant | Assistant's Name |
Email ID | Email |
Notes | Notes |
Referred by | Referred By |
Mapping Appointment Fields
The ACT! 2.0 converter maps appointment fields as shown in the following table.
This field name in ACT! 2.0 | Maps to this field name in Outlook |
Regarding | Subject |
Start Date | Start |
End Date | End |
Alarm On | Reminder |
Alarm Date | Reminder Beforehand |
Priority | Importance |
Access | Sensitivity |
Mapping Task Fields
The ACT! 2.0 converter maps task fields as shown in the following table.
This field name in ACT! 2.0 | Maps to this field name in Outlook |
Regarding | Subject |
Start Date | Start Date |
End Date | Due Date |
Alarm On | Reminder |
Alarm Date | Reminder Time |
Access | Sensitivity |
Priority | Priority |
Contact | Contacts |
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Note The information in this section applies to Outlook for Windows. For information about Outlook Express for the Macintosh, see "Switching to Outlook Express" later in this chapter. |
Moving your data from ECCO Pro to Outlook for Windows is a simple process. First install the appropriate converter, and then import the data into Outlook using the Import and Export Wizard.
Note The ECCO Pro converter is available in the Office 97 Value Pack. In the ValuPack\Convert\Outlook folder, doubleclick the file Outcvt.exe (Windows 95 or Windows NT Workstation 4.0) or Outcvtnt.exe (Windows NT Workstation 3.51). For more information about the Value Pack and how to use its contents, see Valupack.hlp in the ValuPack folder on the Office CD. If you have Web access, you can also point to Microsoft on the Web (Help menu) in any Office application and then click Free Stuff.
To import ECCO Pro data into Outlook
The Import and Export Wizard maps the fields in the converted program files to the appropriate fields in Outlook. For a list of fields used in Outlook or for more details about mapping custom fields, see "Sharing Information with Outlook 97" in Chapter 27, "Sharing Information with Microsoft Office Applications."
Mapping Fields from ECCO Pro to Outlook
ECCO Pro must be installed before you can import items into Outlook. ECCO Pro requires user input when opening the file if the file contains alarms, or if the file was created in ECCO Pro 3.0 but is being opened in ECCO Pro 3.01. Outlines, alarms, and recurring events from ECCO Pro 3.0 are not converted. Userdefined fields in ECCO Pro are not mapped automatically. Custom priorities in ECCO Pro are all converted to Normal Importance.
This remainder of this section describes the automatic mapping that the ECCO Pro converter performs when an ECCO Pro file is imported into Outlook.
Mapping Contact Fields
The ECCO Pro converter maps contact fields as shown in the following table.
This field name in ECCO Pro | Maps to this field name in Outlook |
Name (First, Last) | Full Name |
Mr./Mrs. | Title |
Company | Company |
Job Title | Job Title |
Address 1 BusinessAddress 2 Business | Business Address Street |
CityBusiness | Business Address City |
StateBusiness | Business Address State |
ZipBusiness | Business Address Postal Code |
CountryBusiness | Business Address Country |
Address1 HomeAddress2 Home | Home Address Street |
CityHome | Home Address City |
StateHome | Home Address State |
ZipHome | Home Address Postal Code |
Country | Home Address Country |
Fax # | Business Fax |
Work # | Business Phone |
Home # | Home Phone |
Cell # | Mobile Phone |
Assistant | Assistant's Name |
Alt # | Other Phone |
Anniversary | AnniversaryTranslated as an appointment with the All Day Event flag set and repeated yearly. |
Birthday | BirthdayTranslated as an appointment with the All Day Event flag set and repeated yearly. |
Email | Email |
Mapping Appointment Fields
The ECCO Pro converter maps appointment fields as shown in the following table.
This field name in ECCO Pro | Maps to this field name in Outlook |
Description | Subject |
Outline Notes | Notes |
Start Date & Start Time | Start |
End Date & End Time | End |
Alarm | ReminderIn ECCO Pro 3.01, only the first alarm prior to the event is converted. Alarms set after the event are not converted. |
Alarm Date | Reminder Beforehand |
Mapping Task Fields
The ECCO Pro converter maps task fields as shown in the following table.
This field name in ECCO Pro | Maps to this field name in Outlook |
Description | Subject |
Outline Notes | Notes |
Start Date | Start Date |
Done | Date Completed |
Priority | Priority |
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Note The information in this section applies to Outlook for Windows. For information about Outlook Express for the Macintosh, see "Switching to Outlook Express" later in this chapter. |
Moving your data from Sidekick to Outlook for Windows is a simple process. First install the appropriate converter and then import the data into Outlook using the Import and Export Wizard.
Note The Sidekick converter is available in the Office 97 Value Pack. In the ValuPack\Convert\Outlook folder, doubleclick the file Outcvt.exe (Windows 95 or Windows NT Workstation 4.0) or Outcvtnt.exe (Windows NT Workstation 3.51). For more information about the Value Pack and how to use its contents, see Valupack.hlp in the ValuPack folder on the Office CD. If you have Web access, you can also point to Microsoft on the Web (Help menu) in any Office application and then click Free Stuff.
To import Sidekick data into Outlook
The Import and Export Wizard maps the fields in the converted program files to the appropriate fields in Outlook. For a list of fields used in Outlook or for more details about mapping custom fields, see "Sharing Information with Outlook 97" in Chapter 27, "Sharing Information with Microsoft Office Applications."
Mapping Fields from Sidekick to Outlook
Sidekick field definitions may be created or modified by the user. All fields are text and are mapped automatically to the closest reasonable match. The mapping is based on the names in the Business and Personal templates in Sidekick.
The following conditions apply when you map fields from Sidekick to Outlook:
This remainder of this section describes the automatic mapping that the Sidekick converter performs when a Sidekick file is imported into Outlook.
Mapping Contact Fields
The Sidekick converter maps contact fields as shown in the following table.
This field name in Sidekick | Maps to this field name in Outlook |
First Name | First Name |
Last Name | Last Name |
Salutation | Title |
Address 1 | Business Address Street |
City | Business Address City |
State | Business Address State |
Zip | Business Address Postal Code |
Country | Business Address Country |
Fax | Business Fax |
Office Phone | Business Phone |
Home Phone | Home Phone |
Mobile Phone | Mobile Phone |
Other Phone | Other Phone |
Pager | Pager |
Internet | Email 1 |
Other Email | Email 2 |
Position | Job Title |
Anniversary | Anniversary |
Birthday | Birthday |
Hobby | Hobby |
Spouse | Spouse |
Notes/Contacts | Notes |
Company | Company |
Mapping Appointment Fields
The Sidekick converter maps appointment fields as shown in the following table.
This field name in Sidekick | Maps to this field name in Outlook |
Task | Subject |
Regarding | Description |
Start Date/Time | Start |
End Date/Time | End |
Alarm on/off | Reminder |
Alarm Date/Time | Reminder Date/TimeSpecial Days only |
Mapping Task Fields
The Sidekick converter maps task fields as shown in the following table.
This field name in Sidekick | Maps to this field name in Outlook |
Task | Subject |
Regarding | Notes |
Due Date | Due DateRange is 1990 2005; due time is not converted. |
Completed | % Completed |
Priority | Priority |
Category | Categories |
Status Complete | Request Status |
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Note The information in this section applies to Outlook for Windows. For information about Outlook Express for the Macintosh, see "Switching to Outlook Express" later in this chapter. |
Moving your data from Lotus Organizer to Outlook for Windows is a simple process. First install the appropriate converter, and then import the data into Microsoft Outlook using the Import and Export Wizard.
Note The Lotus Organizer converter is not included when you choose a Typical installation during Setup. To install this converter, rerun Office Setup and click Add/Remove. Under the Microsoft Outlook option, select the Lotus Organizer Converters check box.
To import Lotus Organizer data into Outlook
The Import and Export Wizard maps the fields in the converted program files to the appropriate fields in Outlook. For a list of fields used in Outlook or for more details about mapping custom fields, see "Sharing Information with Outlook 97" in Chapter 27, "Sharing Information with Microsoft Office Applications."
Note To switch from Lotus Organizer to Outlook, users must have the appropriate version of Lotus Organizer installed and configured on their computers.
Mapping Fields from Lotus Organizer to Outlook
The following conditions apply when you map fields from Lotus Organizer to Outlook:
This remainder of this section describes the automatic mapping that the Lotus Organizer converter performs when a Lotus Organizer file is imported into Outlook.
Mapping Contact Fields
The Lotus Organizer converter maps contact fields as shown in the following table.
This field name in Lotus Organizer | Maps to this field name in Outlook |
Name | Full Name |
Title | Title |
Position | Job TitleThis field maps in versions 1.0 and 1.1 only. |
First Name | First Name |
Last Name | Last Name |
Work Address | Business Address Street |
Work City | Business Address City |
Work State | Business Address State |
Work Zip | Business Address Postal Code |
Work Country | Business Address Country |
Home Address | Home Address Street |
Home City | Home Address City |
Home State | Home Address State |
Home Zip | Home Address Postal Code |
Home Country | Home Address Country |
Work Fax | Business Fax |
Phone + ext | Business Phone |
Home Tel 1 | Home Phone |
Home Fax | Home Fax |
Work Email | Email |
Home Email | Email 2 |
Position | Job Title |
Assistant | Assistant's Name |
Children | Children |
Spouse | Spouse |
Category | CategoriesVersions 1.0 and 1.1 map the Type field. |
Notes | Notes |
Company | Company |
Mapping Appointment, Anniversary, and Planner Fields
The Lotus Organizer converters maps appointment, anniversary, and planner fields as shown in the following table.
This field name in Lotus Organizer | Maps to this field name in Outlook |
Subject | SubjectVersions 1.0 and 1.1 map Description field. |
Start Date | Start Date |
Start Time | Start Time |
End Date | End Date |
End Time | End Time |
Alarm on | Reminder |
Alarm Date & Time | Reminder Beforehand |
Confidential | Private |
Category | Categories |
Mapping Task Fields
The Lotus Organizer converter maps task fields as shown in the following table.
This field name in Lotus Organizer | Maps to this field name in Outlook |
Description | Subject |
Start Date | Start Date |
Due Date | Due Date |
Alarm on | Reminder |
Alarm Date, Alarm Time | Reminder Date/Time |
Completion Date | Date Completed |
Priority | Priority |
Category | Categories |
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Note The information in this section applies to Outlook for Windows. For information about Outlook Express for the Macintosh, see "Switching to Outlook Express" later in this chapter. |
Client/server messaging systems are distinguished from local area network (LAN) or post office email systems in that they provide a serverbased message store for users. Examples include Novell GroupWise 5.0, IBM PROFS, HP OpenMail, Lotus Notes, and Microsoft Exchange Server. Outlook for Windows is a MAPI client application and uses the full MAPI store specification, so drivers that work with the Windows Messaging System Inbox or Microsoft Exchange Client do not necessarily work with Outlook. Driver manufacturers must ensure that their message store drivers are fully MAPIcompliant.
Microsoft is working with several providers to ensure they have all the information they need to do this. Microsoft will publish a list of recommended drivers that pass our testing criteria and that work well with Outlook. Currently, the only client/server MAPI store provider certified to work with Outlook is Microsoft Exchange Server.
World Wide Web For the latest information about MAPIcompliant drivers for Outlook, connect to the Outlook home page at: |
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Getting started with Outlook Express for the Macintosh is easy because you can use the setup wizard to establish a connection to one or more e-mail or news servers. You can also import your e-mail messages and address book to Outlook Express. |
When you start Outlook Express for the first time, the setup wizard guides you through the process of setting up POP or IMAP e-mail accounts in Outlook Express for use with either an Internet Service Provider (ISP) account or a local area network (LAN).
Setting Up an Account with an Internet Service Provider An ISP maintains a server that is directly connected to the Internet. You must connect through a service provider unless you are directly connected to the Internet. Connecting to a service provider entails calling the provider, and then setting up a PPP account. |
Before you use Outlook Express for the first time, you need the following information from your Internet service provider or LAN administrator.
Importing E-mail Messages and Address Books from Other Products
Using the import tool that comes with Outlook Express, you can import e-mail messages and address book information from Microsoft Internet Mail and News for the Macintosh to Outlook Express. In addition, you can import e-mail messages and address book information from the following third-party products.
Outlook Express can also import files from an intermediary format, tab separated values. Any data that can be exported from a product in this format can be imported into Outlook Express.
After you run the e-mail and address book importing tool, the address book entries and any groups you have created, appear in Contacts, the address book program in Outlook Express. The imported e-mail messages appear in the folders list.
Note For more detailed information about importing an address book or e-mail messages from other programs to Outlook Express, see Outlook Express online Help.
Tools and Utilities The Office Resource Kit Tools and Utilities include the document Oeimport.doc, which describes in more detail how to use the importing and exporting tools included with Outlook Express. For information about viewing the Oeimport.doc document, see "Importing and Exporting Files with Outlook Express" in Appendix A, "Microsoft Office Resource Kit Tools and Utilities." |
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