General Interest

Importing Outlook contact data that includes notes

Because Microsoft Dynamics CRM Online is structured differently than Microsoft Office Outlook, there are additional preparation steps required before importing Outlook contacts that contain data in the Notes field.

Notes in Microsoft Dynamics CRM Online are stored in the Notes record type, rather than as a field in a contact record.

The first step in the process is exporting your Outlook contacts into a comma-separated values (CSV) file format, following the "Export Outlook contacts to a .csv file" procedure in Import your Outlook contacts into Microsoft Dynamics CRM Online.

Note:

Add the Notes field to the list of fields that you export.

The exported data must be split into separate files before import: one file for all the contacts, and one for all the notes.

This article provides instructions for separating your data into two files and importing them.

On This Page

Split exported data into two files

Import the Mycontacts.csv and Notes.csv files

Split exported data into two files

The easiest way to split the exported data file into separate files is to make a copy of the exported Mycontacts.csv file. Rename the copy to Notes.csv.

Prepare the Mycontacts.csv file

  • Open the Mycontacts.csv file, and delete the Notes column.

Prepare the Notes.csv file

  1. Open the Notes.csv file, and delete all the columns except for First Name, Last Name, and Notes and Activities.
  2. Combine the First Name and Last Name column into a column called Full Name.
    • Identify how your Microsoft Dynamics CRM Online stores Full Name data. The easiest way to do this is to go to the Contacts area in Microsoft Dynamics CRM Online and then look in the Full Name column to see if names are stored "First Last", or "Last, First". Usually, the names are stored as "First Last". You'll need to make your Full Name column match how Microsoft Dynamics CRM Online is set up.
    • For information about how to combine two columns using Excel, see Combine first and last names in Excel 2007, or Combine two or more columns by using a function in Excel 2010.
  3. Rename the Notes and Activities column to Description.
  4. Rename the Full Name column to Regarding.
  5. Add a column called Title. If you do not add this, the default title for each note will be:

    "Note created on datetime by your name"

    If you prefer the title to be something different such as "Migrated from Outlook", put this value in the Title column in all rows.

For example, your Notes.csv file might look like this:

Regarding

Description

Title

Brian Johnson

This is the text of the note in the Outlook contact.

Migrated from Outlook 11-09-10

Delphine Ribaute

This is the text of the note in the Outlook contact.

Migrated from Outlook 11-09-10

Import the Mycontacts.csv and Notes.csv files

  1. Import the Mycontacts.csv file following the instructions in Import your Outlook contacts into Microsoft Dynamics CRM Online. Wait until the import is complete before going to the next step.
  2. To import the Notes.csv file, you use automatic data mapping. This means that your file must have the mandatory Title column. It can also have the optional Description and Regarding columns with these exact titles. Double-check your column headings before proceeding:
    1. Start Microsoft Dynamics CRM Online.
    2. In the Navigation Pane, click Imports.
    3. In the Data group, click Import Data.
    4. In the Data file name box, click Browse, locate and select the Notes.csv file, and then click Open.
    5. Click Next.
    6. On the Review File Upload Summary page, click Next.

      In the Select Data Map dialog box, Default (Automatic Mapping) is selected.

    7. Click Next to continue with the wizard.
    8. On the Map Record Types page, in the Microsoft Dynamics CRM Record Types column, click Note, and then click Next.
    9. On the Map Fields page, verify that the mappings are correct, and then click Next.
    10. Click Next to continue with the wizard.
    11. Choose whether you want to allow duplicates and select the owner of the imported records. Click Submit to complete the wizard.

Related Links

Applies To:

Microsoft Dynamics CRM Online December 2012 Service Update

(For Microsoft Dynamics CRM 2013 topics, view the new Customer Center.)