How to Import Contacts from Excel or a CSV File into Outlook

Is the Contacts folder in Outlook where all your contacts are? Good. If not, chances are you can easily get them there (and use them to create a distribution list, for example).

Contact data stored in a database or spread sheet can usually be imported into Outlook without much hassle. In the database or spread sheet program, export the data to a CSV (comma separated values) file making sure the columns do have meaningful headers. They need not correspond to the fields used in the Outlook address book. You can map columns to fields flexibly during the importation.

Import Contacts from Excel or a CSV File into Outlook

To import contacts from a CSV file or from Excel into Outlook:

• Select File | Import and Export... from the menu in Outlook.
• Make sure Import from another program or file is highlighted.
• Click Next >.
• Now make sure Comma Separated Values (Windows) is selected.
• Click Next >.
• Use the Browse ... button the select the desired file.
• Typically, choose Do not import duplicate items.
• Click Next >.
• Select the Outlook folder you want to import the contacts to.
  This will usually be your Contacts folder.
• Click Next >.
• Click Map Custom Fields ....
• Make sure all columns from the CSV file are mapped to the desired Outlook address book fields.
  • You can create new mappings by dragging the column title to the desired field.
  • Any previous mapping of the same column will be replaced with the new.
• Click OK.
• Now click Finish.

From Heinz Tschabitscher,

Where Outlook Stores Your Mail, Calendar and Other Data

Outlook stores all your data (email messages, contacts, your calendars, and more) in ominous "Personal Folder" (.pst) files. They are proprietary and complicated, and it's a good idea to back them up now and then. First you need to find the location where Outlook keeps your .pst files, however.

Where Outlook Stores Your Mail, Calendar and Other Data

To identify the folder where Outlook 2003 stores your email messages and other data:

• Select File | Data File Management... from the menu.
• Highlight your main data file (typically named Personal Folders).
• Click Open Folder....

To identify the folder where Outlook 2002 and earlier store your data:

• Click with the right mouse button on Outlook Today either in the Outlook bar or in the folder list.
• Select Properties from the pop-up menu.
• Select Advanced....
• Notice the path listed under Path:.
• Select the path excluding the file name (usually this will be "outlook.pst") with your mouse.
• Press Ctrl-C to copy the path.
  • If, for example, the path listed under Path: is "C:\­Documents and Settings\­email.guide\­Application Data\­Microsoft\­Outlook\­outlook.pst", you'd select and copy "C:\­Documents and Settings\­email.guide\­Application Data\­Microsoft\­Outlook\".
• Now select Run... from the Start menu.
• Press Ctrl-V to paste the path
• Hit Enter to open your Outlook data folder in Windows Explorer.

From Heinz Tschabitscher,

Restore Outlook Mail, Contacts and Other Data from a Backup

If you have created backup copies of your Outlook .pst files, you're well prepared for disaster. Restoring lost mail, contacts, calendar or other data from the backup copy is easy in Outlook.

Restore Outlook Mail, Contacts and Other Data from a Backup

To restore your mail, contacts and other data from a backup copy of an Outlook PST file:

• Select File | Import and Export... from the menu in Outlook.
• Select Import from another program or file.
• Click Next.
• Highlight Personal Folder File (PST).
• Click Next again.
• Now use the Browse button to select the backup copy of the PST file you want to recover from your backup location.
• Make sure Replace duplicates with items imported is selected.
• Click Next.
• Finish the import process with Finish.

Usually, the default import settings work fine, but you may want to tweak them to suit your needs

From Heinz Tschabitscher,

Back Up or Copy Your Outlook Mail, Contacts and Other Data

All your mail, your contacts, your calendars, and almost every other detail of your life is in Outlook. To make sure you don't lose all this in case of a hard disk crash or some other disaster, you can create backup copies of your Personal Folder (.pst) files — that's where Outlook stores all the essential data.

Back Up or Copy Your Outlook Mail, Contacts and Other Data

To create a copy of your mail, contacts, calendar and other data in Outlook for backup or copying:

• Go to your Outlook folder in Windows Explorer.
• Highlight all files ending in ".pst".
  • Make sure in particular your selection includes "outlook.pst" and "archive.pst".
• Select Edit | Copy from the menu to copy them.
• Open the folder where you want to put your backup copies in Windows Explorer.
  • Ideally, this will be on another computer, on a removable disk stored far away from your home, somewhere on the Internet, or at least on a different hard disk.
• Select Edit | Paste from the menu to paste your .pst files to the backup location

From Heinz Tschabitscher,

Add a Background Image to a Message in Outlook

What's your background? Is it monochromatic or a colorful chaos? Whatever it is, I'm sure it's not just plain white, and the background of your emails doesn't have to be either.

Add a Background Image to a Message in Outlook

To add a background image to a message in Outlook (provided that you do not use Word for editing emails):

• Start composing a new email using HTML formatting.
• Click in the body of the message.
• Select Format | Background | Picture... from the menu.
• Use the file selection dialog to pick an image from your disk.
• Click OK.

From Heinz Tschabitscher,

Access a Gmail Account with Outlook Express

Outlook Express Tip

When you get a Gmail account, you also get tons of online storage on Google servers to keep just about all of your emails. So there is no need to download the messages you receive at your Gmail account to your computer — not for the archiving reason.

But there are many other ways in which accessing Gmail accounts in Outlook Express is useful. You can write your messages and replies using all the comfortable power of Outlook Express, for example. You can even use stationery to beautify them while copies of the mail you send are automatically archived online in Gmail’s Sent Mail folder.

Access a Gmail Account with Outlook Express

• To fetch mail from a Gmail account in Outlook Express and send through it, too:
• Step by Step Screenshot Walkthrough
• Make sure POP access is turned on for your Gmail account.
• Select Tools Accounts… from the menu in Outlook Express.
• Click Add Mail….
• Type your name.
• Click Next>.
• Enter your Gmail address.
• Click Next>.
• Make sure POP3 is selected under My incoming mail server is a __ server..
• Type “pop.gmail.com” under Incoming mail (POP3, IMAP or HTTP) server:.
• Enter “smtp.gmail.com” under Outgoing mail (SMTP) server:.
• Click Next>.
• Type your full Gmail address under Account name:.
• Enter your Gmail password under Password:.
• Click Next>.
• Click Finish.
• Highlight the newly created pop.gmail.com account.
• Click Properties.
• Go to the Servers tab.
• Make sure My server requires authentication is checked under Outgoing Mail Server.
• Go to the Advanced tab.
• Make sure This server requires a secure connection (SSL) is checked under both Outgoing mail (SMTP): and Incoming mail (POP3):.
• Type “465″ under Outgoing server (SMTP):.
  If the number under Incoming server (POP3): has not been changed to “995″ automatically, enter “995″ there.
• Click OK.
• Click Close.
  

Gmail, Outlook Express and POPFile
If you want automatic email classification, you can also access the Gmail account through POPFile.
From Heinz Tschabitscher,

Quarantine E-Mail Messages from Unknown Sources

Want to keep e-mail messages from people that you don’t know out of your Inbox? You can set rules to move messages from unknown sources to a separate folder where you can sort through them at your leisure.
First, create a new folder in your Inbox to hold any mail sent by an unknown source:

1. In the Folder list, right-click Inbox and click New Folder. (If your Folder list is not visible, click Folder List on the View menu.)
2. Type a name for the folder, such as Unknown Sender, and click OK.
   

Next, create a new rule with the Rules Wizard:

1. On the Tools menu, click Rules Wizard.
2. Click New, and then click Start from a blank rule.
3. Click Check messages when they arrive, and click Next.
4. In the Which condition(s) do you want to check? box, select the on this machine only check box.
5. Click Next.
6. In the What do you want to do with the message box, click move it to the specified folder.
7. In the Rule description box, click specified, click the folder you created (such as Unknown Sender), and then click OK.
8. Click Next.
9. In the Add any exceptions box, select the except if sender is in specified Address Book checkbox.
10. In the Rule description box, click specified.
11. In the Add Address List dialog box, choose Outlook Address Book, click Add, and then click Next.
12. Type the name of your rule, click Finish, and then click O