Import of Excel file into Outllook Contacts

mh505 · 04-05-2009, 01:21 PM

Hallo there,

I encounter a problem seemingly so rare that a very diligent internet search did not produce one relevant result. Maybe the matter is so evident that I simply overlook the solution.

Here is what happens:
When trying to import contacts from an Excel file (ranges named as prescribed) into Outlook, the data gets imported without a cinch. However, in the Contact file itself, the data is not presented in an aggregated way, but incrementally. In other words, let's assume I have 100 contacts (rows) in Excel with 10 fields (columns) then Outlook doesn't give me 100 contacts but 1000. The content of every field/name is added not horizontally but vertically (phone list view).

In a potentially related development, trying to import the data as .csv doesn't work either. Here, Outlook refuses entirely, claiming a translator error; this although all available converter have been installed.

Any suggestions?

Thanks much in advance.
Manni
-------
W2K SP4
MSO 2003 SP3
MDAC 2.8 SP1

**djaburg** · 04-06-2009, 01:55 AM

I say that there's an issue with the data itself. Having worked with excel and data I can tell the way I've done it. I have the data I need in the spreadsheet, and as you said it's laid out correctly, one contact per row with each field a different cell. I then do a save as and select CSV as my type. If it fails, and it has before, I make sure that I have converted each column to text and then try again. Sometimes the data in the cells cause the save to .csv to fail.

mh505 · 04-06-2009, 02:51 AM

Thanks Andy; you have a point but it's not clear at what level.

I have now created a very simple excel file (5 rows, 4 columns, only text) and here is the result.

Excel format
same old; I get 20 instead of 5 contacts

csv format
Here all of a sudden import works; Outlook no longer complains.

So although it is still very much in the open why the Excel import behaves so strangely, I think we have narrowed down the translator problem on the csv front. Here something is probably wrong with the data in the Excel file (but it is formatted as text throughout)

Any suggestions where to look for this data problem?
Manni

**djaburg** · 04-06-2009, 08:12 AM

Well the second thing that I try when having data issues is to create (but I think you already do have one) a good contact record and then export it to see what the data and record layout looks like from within excel. If you click FILE>IMPORT EXPORT>EXPORT TO A FILE>MS EXCEL, you should be able to select your contacts. Once that's done, you can now see what the data should look like.

mh505 · 04-07-2009, 02:02 AM

I found the culprit, Andy; it's a character from the mobile device (Symbian) that Windows cannot even see.

So I can now import from csv-format; however, xls-files still act in that bizarre way of adding all fields/columns vertically !

Manny

mh505 · 04-07-2009, 03:58 AM

Here is another question - let me know if I should start a different thread.

Outlook strips all "+" characters in front of the telephone numbers. This means that when trying to use these numbers in a different application - such as Skype - they are not recognized. Is there a way to make Outlook leave the + character in the contact?
Thanks in advance
Manni

04-05-2009, 01:21 PM	#1 (permalink)
mh505 Registered User Join Date: Apr 2009 Posts: 5 OS: W2K SP4	Import of Excel file into Outllook Contacts Hallo there, I encounter a problem seemingly so rare that a very diligent internet search did not produce one relevant result. Maybe the matter is so evident that I simply overlook the solution. Here is what happens: When trying to import contacts from an Excel file (ranges named as prescribed) into Outlook, the data gets imported without a cinch. However, in the Contact file itself, the data is not presented in an aggregated way, but incrementally. In other words, let's assume I have 100 contacts (rows) in Excel with 10 fields (columns) then Outlook doesn't give me 100 contacts but 1000. The content of every field/name is added not horizontally but vertically (phone list view). In a potentially related development, trying to import the data as .csv doesn't work either. Here, Outlook refuses entirely, claiming a translator error; this although all available converter have been installed. Any suggestions? Thanks much in advance. Manni ------- W2K SP4 MSO 2003 SP3 MDAC 2.8 SP1

04-06-2009, 01:55 AM	#2 (permalink)
djaburg TSF Enthusiast Join Date: May 2008 Posts: 1,321 OS: XP SP3/Vista/7 Server 2K/2K3/2K8	Re: Import of Excel file into Outllook Contacts I say that there's an issue with the data itself. Having worked with excel and data I can tell the way I've done it. I have the data I need in the spreadsheet, and as you said it's laid out correctly, one contact per row with each field a different cell. I then do a save as and select CSV as my type. If it fails, and it has before, I make sure that I have converted each column to text and then try again. Sometimes the data in the cells cause the save to .csv to fail. __________________ Computers make it easier to do a lot of things, but most of the things they make it easier to do don't need to be done. The inherent vice of capitalism is the uneven division of blessings, while the inherent virtue of socialism is the equal division of misery.

04-06-2009, 02:51 AM	#3 (permalink)
mh505 Registered User Join Date: Apr 2009 Posts: 5 OS: W2K SP4	Re: Import of Excel file into Outllook Contacts Thanks Andy; you have a point but it's not clear at what level. I have now created a very simple excel file (5 rows, 4 columns, only text) and here is the result. Excel format same old; I get 20 instead of 5 contacts csv format Here all of a sudden import works; Outlook no longer complains. So although it is still very much in the open why the Excel import behaves so strangely, I think we have narrowed down the translator problem on the csv front. Here something is probably wrong with the data in the Excel file (but it is formatted as text throughout) Any suggestions where to look for this data problem? Manni

04-06-2009, 08:12 AM	#4 (permalink)
djaburg TSF Enthusiast Join Date: May 2008 Posts: 1,321 OS: XP SP3/Vista/7 Server 2K/2K3/2K8	Re: Import of Excel file into Outllook Contacts Well the second thing that I try when having data issues is to create (but I think you already do have one) a good contact record and then export it to see what the data and record layout looks like from within excel. If you click FILE>IMPORT EXPORT>EXPORT TO A FILE>MS EXCEL, you should be able to select your contacts. Once that's done, you can now see what the data should look like. __________________ Computers make it easier to do a lot of things, but most of the things they make it easier to do don't need to be done. The inherent vice of capitalism is the uneven division of blessings, while the inherent virtue of socialism is the equal division of misery.

04-07-2009, 02:02 AM	#5 (permalink)
mh505 Registered User Join Date: Apr 2009 Posts: 5 OS: W2K SP4	Re: Import of Excel file into Outllook Contacts I found the culprit, Andy; it's a character from the mobile device (Symbian) that Windows cannot even see. So I can now import from csv-format; however, xls-files still act in that bizarre way of adding all fields/columns vertically ! Manny

04-07-2009, 03:58 AM	#6 (permalink)
mh505 Registered User Join Date: Apr 2009 Posts: 5 OS: W2K SP4	Re: Import of Excel file into Outllook Contacts Here is another question - let me know if I should start a different thread. Outlook strips all "+" characters in front of the telephone numbers. This means that when trying to use these numbers in a different application - such as Skype - they are not recognized. Is there a way to make Outlook leave the + character in the contact? Thanks in advance Manni