Tech Yoda's Tip of the Week: Import Staff Contacts into Outlook

So you want to upload our staff list to your Outlook, eh?  It's not a tough thing to do, but it does require you follow a series of steps with some precision, so pay close attention!

1. Click here to download the .csv file you will need.
2. Save it to your desktop.
3. In Outlook, go to File > Import and Export...
4. Select "Import from another program or file"
5. Click Next
6. Select "Comma Separated Values (Windows)"
7. Click Next
8. Click Browse and navigate to the .csv file you saved on your desktop (make sure the file is not open on your computer)
9. Select the "Replace duplicates..." radio button
10. Click Next
11. Highlight "Contacts"
12. Click Next
13. Click Map Custom Fields
14. First Name and Last Name should already be assigned correctly (click the '+' next to "Name" to see that it says "First Name" next to "First Name" and "Last Name" next to Last Name".  The rest, you will have to map.  Here is what you should do.
1. Scroll down in the right side of the window until you see the Field "Company".  On the left side of the window, click on "Organization" and drag it over and drop it on "Company".  You should see "Organization" show up next to "Company".
2. Repeat step 1 to map "Direct Line" on the left to "Business Phone" on the right.
3. Repeat step 1 to map "Extension" on the left to "Business Phone 2" on the right.
4. Repeat step 1 to map "Home" on the left to "Home Phone" on the right.
5. Repeat step 1 to map "Cell" on the left to "Mobile Phone" on the right.
15. Click OK.
16. Click Finish.

Outlook should then import all of the information into your contacts, and you can then open your contacts in Outlook to check and make sure it looks right.  You may not see the extensions show up if you don't have "Business Phone 2" set up to be displayed.  To remedy this:

1. Right click where the header is (where it says "Full Name", "Company", etc. if you're in the "Phone List" view) and select "Field Chooser".
2. From the list that pops up, find "Business Phone 2".
3. Click and drag this field up to wherever you want it in the header (between "Business Phone" and "Home Phone", perhaps).

If you would like to separate the staff listings from all your other contacts:

1. Go up to "New" on the Contacts screen and select "Folder".
2. Name the folder something like "CRHC Staff".
3. Make sure "Contact Items" is displayed in the drop down menu.
4. Click OK.
5. Your new folder will appear in the upper left under your main contacts folder.  Drag and drop staff from your main contacts folder into your newly created folder.
6. The fastest way to select all of staff is to sort your main contacts folder by organization (click "Company" at the top of the page), then select the first CRHC staff listed, hold down the shift key, and select the last CRHC staff listed.  Then drag all of them to the new folder.

If you have trouble with this, please let me (Sarah) know!