There
are many different versions of Microsoft Outlook, but the principle for
importing them is always similar…
·
Step
1 - In Outlook select the option to export to an Excel file
·
Step
2 - Import the Excel file into Durell
Typically
this will be a one-off process, where for each member of staff you load their
contacts into Durell. Your Durell system will then contain everyone’s contacts,
and become the single (multi-user) source of contacts for your whole office.
You’ll then be able to use Durell’s “Address Sets” to structure these into, for
example, “Address Book, Sally”, “Address Book, Fred”, “Address Book,
Solicitors”, etc – see “Clients, Using
Address Sets” and “Clients,
Copying, Deleting and Moving Many Records”).
On
the menu line in Outlook (top left) select…
·
“File”
then “Import and Export”
·
“Export
to a file” (this is the action, as illustrated below)
·
“Microsoft
Excel” (this is the type of file to export)
Starting
from Durell’s Main Menu…
·
Click
the “Setup” button
·
Double-click
the word “Import” in the table on the right hand side
·
Use
the “Browse” button to find the file, ensuring “Files of type”, bottom
centre, is set to “Excel (*.xls)”, as shown below
·
Select
the target address set, such as “Clients, Individual”, as shown below
o Leave the “Import data
from…” set to “Excel spreadsheet”
o Leave the tick in “First
row has field names”
·
Click
on “Connect”, and the “Preview” window, as shown below, should then display the
first few records
·
Scroll
right until you see “E-mail Display Name” (as shown above) and click the yellow
field below it
·
Click
the drop-down that appears and select “Address line 1”, which will then appear
in the yellow field
·
Click
the yellow field below “E-mail Address”, click the drop-down that appears and
select “E-mail”
·
Scroll
back to the left, click the yellow field below “Other Phone”, click the
drop-down that appears and select “Record”
·
Similarly
match Outlook’s “Last Name” with Durell’s
“Search Name”
·
Similarly
match other Outlook data fields with Durell ones, as per the table below…
|
Outlook
Field name |
Durell
Field Name |
|
|
|
|
Other
Phone |
Record |
|
Last
Name |
Search
name |
|
E-mail
Display Name |
Address
line1 |
|
Home
Street |
Address
line2 |
|
Home
Street 2 |
Address
line3 |
|
Home
Street 3 |
Address
line4 |
|
Home
City |
Address
line5 |
|
Home
State |
Address
line6 |
|
Home
Postal Code |
Post
code |
|
Home
Phone |
Phone
(home) |
|
Business
Phone |
Phone
(work) |
|
Mobile
Phone |
Phone
(mobile) |
|
E-mail
Address |
E-Mail |
·
You
do not need to associate all the Outlook data fields with equivalent Durell
ones
·
When
done, click “Save setup”, then click the “Import” button to load the data
Use
the Outlook field called “Other Phone” to hold your Durell client record
numbers (see “Diary,
Export Contacts to Outlook”), then…
·
when
an Outlook contact has a number in the field called “Other Phone” (and provided
that field has been associated with the Durell “Record” field) then the Outlook
contact data will update the Durell client having that record number
·
if
you don’t associate an Outlook field with the Durell “Record” one, then each
Outlook contact will form a new record in Durell
·
even
if you do associate an Outlook field with the Durell “Record” one, a new Durell
client record will still be created for each Outlook contact with a blank value
in its “Other Phone” field
When
you click the “Save setup” button Durell automatically saves all the
associations (e.g. Outlook’s “Other Phone” equals Durell’s “Record”) for the
current file name (e.g. “contacts.xls”). Provided you use exactly the same
import file name the associations will appear automatically the next time you
click the “Connect” button.