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Import Excel spreadsheet into Outlook Distribution List

Published on 15 December 17

Robinsan Follow

Know how to Import Excel (.xls, .xlsx) spreadsheet file Contacts into Outlook (2016, 2013, 2010 ) Distribution List. Transfer contacts list directly into Address Book of MS Outlook.

User Contacts In Outlook Application

An Outlook Application well-known Email Application, included in Microsoft Office to send and receive messages. In Outlook, any user can maintain the list of other users in the Contact section by creating a contact file. The file format used to Contacts is .pab Extension and also known as an Address Book File, which includes User-name, Address, and other details. Whereas the other format such as Emails, Contacts, Notes, Tasks, and appointment used in a different file format called Personal Storage File (.pst) format. If a user wants to add hundreds of contacts without creating contact file then Outlook user can import the contacts file supported by Outlook application.

Distribution List in Outlook

In Outlook, you can create a Distribution List to manage the list of user contacts and easily send a single message to the particular group at once. A Distribution List help user to manage the different group of people comfortably.

Importance of Excel Format in MS Outlook

An Excel file format created by Microsoft to store data in Tabular format. The File format of the Excel file is .xls and.xlsx (according to the edition of Excel). Since both file format and application are developed by Microsoft and Outlook offers an option to import contacts from External file format, that can help a user to view Excel contacts in Outlook Contacts list. For that, user needs to first Convert Excel file in CSV format, as no direct method available to move Excel contacts to Outlook 2010 and above edition

“"Hey, Around hundreds of Contacts are saved in .xls format stored system and using Outlook 2103 edition on Windows 8. Need to move all of them into Outlook Address Book. How can I move all contacts to my Outlook profile? "”

Import Excel contacts to Outlook Distribution List using CSV File

Follow the given method to move contacts from XLS format to Distribution group, as a user need to first add contacts of Excel file in Outlook.

First, you have to convert the spreadsheet file into .csv format. As Both file formats are different, but still excel file converted into .csv format.

1) Create User-List: First Create New Excel File and Save the user information in the format so that, when you convert Contacts into CSV format, the field values of a user not misplaced or deleted

2) Save Contact: To save Contacts, a user need to save information similar to

3) Change File Format: Now convert the file format into CSV format by selecting the CSV format by changing the file type in CSV format while saving a file within the system.

Note: During conversion, sometimes Outlook offers a setting to save filed values using the Text Delimiter value ("). Change the delimiter value to Comma (') values. So that no mapping error arises. while import contacts into Outlook Distribution list.

4) Now Open Outlook 2010 edition and Open-File Menu Option

5) Go to Import/Export wizard and select "import from another program file" option and then "Microsoft Excel 97-2003" option and click "Next".

6) Now Navigate to the location of CSV file, using the "Browse" option and select the file.

7) Select option "Do not import duplicate items" to avoid replicating of contacts items.

8) After that, select "Destination folder" to save the imported contacts and user "Map Field" option to Map the field of CSV contacts fields with Outlook contacts values. To Map, you need to Drag the CSV Contacts fields (In Left) to right Filed of Outlook. Similarly, map all the field attributes using the "Drag and Drop" method and at last click on "Finish" button to start the Conversion process.

9) Now to import Excel contacts to Outlook Distribution groups. A user can create a New Group or Save the imported contacts to already Create a group.

10) To add Excel contacts, Open "People" or "Contacts" Section and Go to "Add Member" option and choose the option"From Outlook Contacts". Search the username, Outlook will display all the user related to the User-Name. Select the Desire user contact and add to Group list.

Problem with Manual Method:

In the Manual procedure, the problem arises when a user needs to add each user to Outlook Distribution list manually. The procedure requires a long time and efforts if the number of users is large in numbers. If you want to import Directly hundreds of contacts to Outlook Distribution list, you can Download Excel to Outlook Converter.

Alternative Method to Import Excel contacts to Outlook Distribution List

An Excel to Outlook Converter can be used to convert Excel contacts into Outlook, without converting into CSV format first. As Tool designed such a way that, a user can Directly import Excel Contacts into Outlook 2016, 2013, 2010 and below editions and also offer an option to avoid duplicate Contact addresses.

Conclusion

To manage various user group, a user can create a Different Outlook Group from excel file according to work and need. But creating and adding the user to the Distribution list can be a difficult task if the number of users is large in number. Therefore, to import Excel spreadsheet into Outlook 2007, 2010, 2016 Distribution list, users can go to a for third party utility tool that can easily import contacts to MS Outlook from Excel File format

This blog is listed under Development & Implementations and Data & Information Management Community

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