How to import and export text data by using Outlook

This article describes how to use the Import and Export Wizard to import text data in Microsoft Outlook, and to export Outlook data to a text file.

Using a text file is helpful when the converters provided with Outlook do not directly match the format of the data that you want to import. Most programs can export and import text files, so you can often use a text file as a common file format to export and import data.

The Outlook Import and Export Wizard can import and export the following types of text data:

• Comma Separated Values (MS-DOS)
• Comma Separated Values (Windows)
• Tab Separated Values (MS-DOS)
• Tab Separated Values (Windows)

MS-DOS or Microsoft Windows

You should make the decision to use the MS-DOS or Windows converter based on the text character set used in your data. ASCII is a character set used by many MS-DOS programs, and ANSI is a character set used by many Windows programs. The main difference between ASCII and ANSI are the upper 128 characters; the lower 128 characters are the same. The upper 128 characters are often referred to as extended characters. ASCII extended characters include line draw characters while ANSI extended characters include international characters and publishing symbols.

Comma or Tab Delimiter

The character used to separate, or delimit each field in your data determines if you use the comma or tab separated converter. If you open your data in Microsoft Word 97 and see commas between each field, your data is comma-separated (CSV). If you see a space between the fields, your data is either tab-separated, or uses a fixed width field. The Outlook tab-separated converter looks for a tab character between fields. In Word 97, you can select the Show/Hide option; tabs appear as arrows that point to the right, and space characters appear as small dots.

NOTE: Do not save your file as a Microsoft Word document because Word uses a different file format.

Before you attempt to import data from a text file, it is necessary to inspect the header record to assure that the items stored in the text file match Outlook internal names. The header record is the first record in the text file. It defines the way that the data is organized. If these fields do not match, the data is not imported.

To find out what the standard Outlook field names are you can generate a sample of these fields in Outlook.

How to Generate a Sample of Outlook Fields

Before you edit your data source, it may be helpful to generate a sample of the fields that are used in Outlook. To do this:

1. If it is present, remove the current binary mapping file, "Comma Separated Values (Windows).adr" located in the Windows\Application folder. This procedure rebuilds this file.
2. On the View menu, click Folder List if it is not already displayed.
3. In the Folder List, right-click the Outlook folder that you want to use, and then click New Folder on the shortcut menu.
4. Give this temporary folder a descriptive name, and then click OK. You may delete this folder after the sample fields file is created.
5. On the File menu, click Import And Export.
6. Click Export to a File, and then click Next.
7. In Create a file of Type, click Comma Separated Values (Windows), and then click Next.
8. In Select folder to export from, click to select the folder that you created in step 2, and then click Next.
9. In the Save exported file as, type a name for the file, and the click Browse to select a folder to save the file in.
10. Click OK to save the exported file, click Next, and then click Finish.

The resulting comma-separated values file contains the fields that Outlook uses for the folder that you selected. Repeat this step as necessary for each type of data that you want to import. While you familiarize yourself with the Outlook field labels, note that precise spelling is necessary. For example, when defining electronic mail addresses, Outlook uses the spelling, "e-mail" (without quotation marks).

How to Import Text Data

Use the following steps to import data from a text file:

1. On the File menu, click Import And Export.
2. In Choose an action to perform, click Import from another program or file, and then click Next.
3. In Select file type to import from, click the file type that matches your data, and then click Next.
4. In File To Import, type the path and file name of the file that you want to import, or click Browse to navigate to the file, and then click Next.
5. In Select Destination Folder, click the folder that you want to import to, and then click Next.
6. Confirm that the destination folder is correct, and then click Finish.

How to Export Text Data

Use the following steps to export text data:

1. On the File menu, click Import And Export.
2. In Choose an action to perform, click Export to a file, and then click Next.
3. In Create a file of type, click to select a format for the file that you want to export, and then click Next.
4. In Select folder to export from, click the folder you that want to export, and then click Next.
5. In Save exported file as, type the path and file name for the file that you want export, and then click Next.
6. Confirm the action, and then click Finish.