Google Apps: Importing Contacts

To import contacts into Google Apps the first stage is to export them from their current location, typically Microsoft Outlook.The process consists of three stages:-

  1. Export CSV file from Outlook.
  2. Edit CSV file in Excel.
  3. Import CSV file into Google Apps

1. Exporting Contacts from Outlook

  1. Spreadsheet programs like Microsoft Excel make it easy to create and edit CSV files.
  2. Select File | Import and Export… from the menu.
  3. Make sure Export to a file is highlighted. Click Next >.
  4. Now make sure Comma Separated Values (Windows) is selected. Click Next > again.
  5. Highlight the Contacts folder. Click Next >.
  6. Use the Browse… button to specify a location and file name for the exported contacts. Something like “Outlook.csv” or “ol-contacts.csv” on your Desktop should work fine.Click Next > (once more).

You will now have a csv file saved on your computer containing all your contact details.

2. Editing CSV file in Excel.

Your CSV file should be formatted as a table and must include a header, or first line, that defines the fields in your table. Gmail accepts many common header fields (name, email address, etc.). If you’re updating an existing file, you probably won’t need to change your header field names; if you’re creating a new file and need some guidance, you can use any of the field names used in the examples below.

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Here are some additional things to keep in mind as you create your file:

  • The file must include a field for the email address.The Name field can be a single column, e.g. [John Smith] If you’d rather, you can also use separate fields for the first, middle, and last names, for example [John, [Smith]Fields can be listed in any order.

By saving this table as a .csv file, and importing it in to Gmail, one entry – for John Smith – is added to your Contacts list.

For still more information about CSV files, open Help in Excel.

To Import into Google Apps

  1. Sign in to Google AppsClick Contacts (located below your list of views) on any Gmail page.
  2. Click Import in the top portion of the Contact Manager.
  3. Click the Browse… or Choose File button and locate the CSV file you’d like to upload.
  4. Select the file and click the Import button.

You should now be able to see all your contacts listed under ‘Contacts’