Importing contacts from Excel to Microsoft Outlook
Here is a simple way to create a distribution list directly from an Excel spreadsheet.
To create a Distribution list from Excel:
- Arrange your contacts and their email addresses in consecutive cells. See Table 1 below;
- Select all the adjoining cells (A1:B5 in example) and choose Copy.
- Open Outlook
- From the File menu, choose New
- Select Distribution List
- Give the list a Name.
- From the Distribution List ribbon, in the Members group, choose the Select Members command.
- Click the Select Members button and the Contacts list appears.
- Click into the Members box (at the bottom).
- Right mouse click and choose Paste (ignore the format)
- Click OK The names will be added to the list
- Click Save and Close
To import individual contacts from Excel
Note contacts are displayed individually not as a Distribution Group.
- You need to set up your data in Excel first.
- Create headings on the top row (Row 1). Use the headings in the example Diagram below as they will match the headings in Outlook.
(See Table 2 below)
Insert data in correct fields:
Select all the data you want to export. In the example it would be A1:E7
Click in the Name box at the left end of the Formula bar
Type a name for the list (no spaces)
In the example the name “AList” is used
Use Save As to Save the workbook as an Excel 97-2003 Workbook. Outlook 2007 can only process Excel files in this format.
Close the workbook.
Import to Outlook:
Open Outlook and open the Contacts folder.
From the File menu, choose Import and Export and the Import a File wizard opens.
Select Import from another program or file, and then click Next.
In the Select file type to import from box, click Microsoft Excel 97-2003, and then click Next.
Click Browse and locate and select the file you want to import.
Click OK, and then click Next.
Select the Contacts folder and click Next
When the dialog box opens, it is shown as Import “AList” into folder: Contacts.
Select the check box.