Steps Import and Export Text data in Outlook 2013

MS-Outlook works as a personal information manager as well as email client application. Outlook provides various import options such as: Import Contacts, Import Outlook Data File etc. There are various file formats which we cannot import in Outlook. For example, if you are trying to import data in .doc form then you will face compatibility issue with Outlook. As Outlook doesn’t have hold for Word file.  You can easily resolve this issue by saving data in text file. Text file format is most common and can easily be Imported and Exported in Outlook. Outlook Import and Export wizard work well for this.

Type of text data supported by Outlook Import and Export wizard
Outlook provides support for two types of text data file applicable for both versions (MS-DOS & Windows) i.e.
 For Windows
•    Comma Separated Values
•    Tab Separated Values
 For MS-DOS
•    Comma Separated Values
•    Tab Separated Values

To begin the process, firstly user should be sure about their converter whether they want to use MS-DOS converter or want to use Window based converter. All this choice is based on their text character set used in data. Character set is of two type’s i.e.

ASCII: Used by MS-DOS and have lower and upper128 characters. These are specialized for line draw characters
ANSI: Used by Windows programs and specialized for international characters and publishing symbols

Identify your converter type is CSV or Tab delimiter
Requirement: Microsoft Word 97

• Open data with the help of Microsoft Word 97 and check for commas for every field. Go for Comma Separated Value (CSV).
• Again open data with the help of Microsoft Word 97 and observe whether editor check for space between the field’s length and width of field is fixed .Go for Tab delimiter.

There is one more option to check i.e. 

• Select the option Show or Hide
• If arrow is pointing to right then they consider as Tabs
• If small dots appear they consider as space characters

Points to Remember before process start

• Do not save file in docx form
• Check the header record before Import process from a text file.
• Check text file header record matches with Outlook internal names
• User found both record different then data will not be imported

To perform Import operation if data record is unmatched create sample of Outlook fields.
Steps to create data fields (For Outlook2013)

• Launch Outlook email application.
• Select Outlook folder you want to use by applying right click
• Move cursor to short cut menu and choose New Folder
• Point to file tab choose option’ Open & Export’.
• After opening of Open & Export click on Import/Export.
• This command will open a list labeled as ‘Choose an action to perform list’.
• From drop down select option ‘Export to a File’ and proceed.
• Now, open section labeled as Create a file of type.
• Select Comma Separated Values from file type proceed again
• Outlook will tell user to select a folder exported from list. Here, user will select the folder that he created in previous step
• Click on Next
• Enter the name of file and save
• To save file user need to browse for a folder
• Proceed and finish the process by clicking on Finish button

For Outlook2010
Firstly check whether Current binary mapping file are present or not. In case if these file are present then remove the files. File name is "Comma Separated Values (Windows).adr,"
Address location of file: Windows\Application Data folder.
Don’t worry while removing file as File is rebuilt after removing.

•     Select Outlook folder you want to use by applying right click     
•     Move cursor to short cut menu and choose New Folder   
•     Point to File Tab select option and move to left pane to select Advance option    
•     Click on Export button and then click on option to ‘Export a file   
•     Remaining steps are same as mentioned for Outlook2013

Now a file has been created labeled as Comma Separated values. These steps are important to create data samples of every type of data. Always follow these steps to create data whenever necessary.

After performing these steps a question continuously striking your mind why there is need to create a comma separated value file? Let me tell user Outlook Import and Export Wizard option works only when text data is present in CSV format.

To complete the procedure firstly user need to Import text data from a CSV file and then Export text data to CSV file. Here are the Steps

Steps to Import Text Data (For Outlook2013)
•    Open Outlook application and choose Open & Export option categorized under File tab
•    Select Import and Export Option
•    Open choose an action list and choose option to ‘Import from another program or file’
•    Now, Choose Comma Separated Values, and proceed
•    This action will open a ‘File To Import box’. Enter the path address also the file name user need to import
•    Browse for the location
•    After File selection select option ‘how you want handle duplicate items’ and proceed
•    Choose the ‘Select Destination Folder’ and select the folder that user want to Import
•    Proceed by clicking on NEXT button and assure about the destination folder
•    After assurance wait till process complete
•    Double Click on ‘Finish’ button.

Steps to Export Text Data (For Outlook2013)

•    Select Import /Export option categorized under File tab
•    Select option Export to a file from the Choose to an action list
•    From file type list select file type CSV and proceed
•    Now, select the folder user want to Export and proceed for NEXT step
•    A dialogue box will appear labeled as Save exported file. Enter the name of file
•    Save the file to a folder.
NOTE: To save file user need to browse for folder location
•    Finish the process
For Outlook2010:  To import and export data in form of text file is same as procedure mentioned in   Outlook 2010
   
I hope information is useful for user.