OL2000: Data Is Missing When You Import and Export Files

• Microsoft Outlook 2000

SYMPTOMS

When you import or export from a foreign file format, you may find that some items are missing. Initial attempts to perform this operation may be successful, but the results may be inconsistent on later attempts.

CAUSE

This occurs because the mapping file for the file type contains incomplete information about the fields to be imported or exported.

RESOLUTION

Remove the current mapping file for the data type you are trying to import or export. Export a sample file to create a new mapping file containing all the necessary fields to create a new mapping file. For example, data imported using Microsoft Excel uses a newly created file called "Microsoft Excel.*", where the asterisk indicates the extension for the Outlook item type.

Mapping File Extensions

  Contacts        .adr

  Mail            .eml

  Journal         .jnl

  Tasks           .tsk

  Appointments    .cal

  Notes           .not 

MORE INFORMATION

Outlook creates a mapping file for each file type on the first import or export attempt. The fields defined at this time are stored in the mapping file. Outlook uses this file as a filter for each subsequent operation.

For example, assume you have a Microsoft Excel file that contains the fields, First Name, Middle Name, and Last Name. If you import this information into Outlook Contacts, the .adr file maps only these fields. Subsequent Excel file imports containing additional fields such as, Business Address, Categories, and Fax Number, may not filter properly through the .adr file, resulting in missing data.

The same situation applies to comma-separated (csv) and tab-delimited (tsv) text files. Outlook creates a separate .adr file for each file type the the first time the file is imported or exported.

To Optimize Outlook Field Mapping

1. Quit Outlook. On the Start menu, point to Find, and then click Files or Folders.



2. In the Named box, type *.adr to locate all current .adr files. Click Find Now. Delete all .adr files found.



3. Start Outlook. In the Folder List, select the folder to export from. For example, click the Contacts folder.



4. On the File menu, point to Folder, and then click New Folder. In Create New Folder, type the name Test.



5. Ensure that the folder you selected in step 3 is selected under Select where to place the folder, and that Contact items is selected in Folder Contains, and then click OK. You should see a subfolder with the name Test indented to the right of your Contacts folder.



6. On the File menu, click Import And Export, and in Choose an action to perform, click Export to a File. Click Next.



7. In Create a file of type, click Microsoft Excel, and then click Next.



8. In Select a folder to export from, click the folder Test, and then click Next.



9. Click Browse to select a location to save the exported file to, and type Test in the File Name box. The path will appear in Save exported file as. Click OK, and then click Next. Click Finish to export the file.

REFERENCES

For more information on field mapping in Outlook, please see the following articles in the Microsoft Knowledge Base:

Q195576 OL2000: Internal Fields Used by Outlook Folders

Q196743 OL2000: Importing from Microsoft Excel Requires Named Range

Additional query words: OL2K

Keywords :
Version : WINDOWS:2000
Platform : WINDOWS
Issue type : kbprb