OL2000: How To Modify Multiple-Part Address Fields for Import
ID: Q195981
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The information in this article applies to:
SUMMARY
This article describes how to use Microsoft Excel to modify an exported
contact list that contains multiple-part address fields so it can be
successfully imported into Microsoft Outlook 2000.
MORE INFORMATION
When exporting data from other information management programs, you may
notice that the home or business address field is broken up into multiple
parts. If you look at the field names in the header you may notice the
following:
ADDR1 ADDR2 ADDR3
Each field may contain a part of the street address. One field may contain
the apartment number, while the next field may contain the street address.
If you import the file into Outlook in this format it will create separate
entries for each component of the address.
You can use Excel to consolidate the data from the separate
address fields into one importable field. This process will create an
address that imports correctly into Outlook.
Save Your Data in the Correct Format
Your information management software must allow you to export contact
information in one of the following formats:
dBase or database file (.dbf)
Comma Separated Value (.csv)
Tab-Separated Value (.txt)
After you have exported the data into one these formats, you can open it in
Excel. When you open the data file in Excel you will be able to look at the
header of the data file.
Open the File in Excel and Edit the Data File Header
- In Excel, on the File menu, click Open.
- In the Files Of Type list, click All Files (*.*).
- Locate and note the field names that contain the address information.
For example:
ADDR1 ADDR2 ADDR3
- Click to select a column (the location is not critical). On the Insert
menu, click Columns to insert a new column. Click in the top cell of the
new column and type a name that corresponds to a valid Outlook Field
name. For example:
"Business Street", "Home Street", "Other Street"
Don't include the quotation marks.
For information about field names for importing into Outlook,
please see the following article in the Microsoft Knowledge Base:
Q195576 : OL2000: Internal Fields Used by Outlook Folders
- In the new column, click to select the cell beneath the new field name.
Type the following formula using the cell addresses noted in step 3
=(Cell Address #1)&CHAR(10)&(Cell Address #2)&CHAR(10)&
(Cell Address #3)&CHAR(10)
where Cell Address is the address of the cell you want to combine,
for example:
=C2&CHAR(10)&D2&CHAR(10)&F2&CHAR(10)
The cell will now contain the combined address.
- Click to select the new cell. Go to the last row of data and in the new
cell column, hold down SHIFT and click in the last cell of the
column. On the Edit menu, point to Fill, and click Down. This will copy
the formula to the rest of the cells with the correct cell references.
For more information about copying formulas in Excel, click Microsoft
Outlook Help on the Help menu, type "copy and double-click formulas" in
the Office Assistant or the Answer Wizard, and then click Search to view
the topics returned.
- On the File menu, click Save As, in the Save As Type list, click to
select "Text (Tab delimited)(*txt)" or "CSV (OS/2 or MS-DOS) (*.csv)."
Type a name for the file, and then click Save.
Check the header names to make sure they correspond to the correct Outlook
field name. Make any corrections needed and save the file as a text file
(CSV) so it can be imported into Outlook.
Additional query words:
fix ACT ECCO Symantec
Keywords : kbinterop kbconversion
Version : WINDOWS:2000
Platform : WINDOWS
Issue type : kbhowto
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