Getting Started

[Applies to: Microsoft Dynamics CRM 4.0]

Import your Outlook contacts into Microsoft Dynamics CRM

You can bulk import data from auxiliary sources, such as Microsoft Office Outlook contacts into Microsoft Dynamics CRM.

To import Outlook contacts into Microsoft Dynamics CRM, you must first export your Outlook contacts to a comma-separated values (CSV) file format. You can use the Import and Export Wizard in Outlook to quickly prepare contacts for import into Microsoft Dynamics CRM in this format.

In this article, the following contact attributes will be exported from Outlook and then imported into Microsoft Dynamics CRM:

  • First Name, Middle Name, Last Name, Job Title
  • Business Street 1, Business City, Business State, Business Postal Code, Business Country
  • Business Phone, Mobile Phone, E-mail Address

Tip

If you have the following types of data in your Outlook contacts, see the related articles before doing the steps in this article:

If you are using Microsoft Office Outlook with Business Contact Manager, you will need to use data migration rather than import. After installing Data Migration Manager, open the Data Migration Manager file and see the topic "Migrate Data from Microsoft Office Outlook with Business Contact Manager 2007." For more information, see Data migration articles.

On This Page

Export Outlook contacts to a CSV file

Import the Outlook contacts into Microsoft Dynamics CRM

Export Outlook contacts to a CSV file

  1. Start Outlook.
  2. On the File menu, click Import/Export (in Outlook 2003) or Import and Export ( in Outlook 2007).

    The Import and Export Wizard opens.

  3. Click Export to a file, and then click Next.
  4. Click Comma Separated Values (DOS), and then click Next.

    If you receive a message that the feature is not currently installed, click Yes to install it.

  5. In the Select folder to export from list, select the Contacts folder that you want, and then click Next.
  6. In the Save exported file as box, type a file name that has a CSV file name extension, such as mycontacts.csv, and then click Next.
  7. Click Map Custom Fields.
  8. By default, Outlook exports more fields than are necessary. Therefore, you must remove some of the fields before you export to a CSV file. For this example, keep only the fields listed in the table.

    First Name

    Middle Name

    Last Name

    Job Title

    Street 1

    Business City

    Business State

    Postal Code

    Business Country

    Business Phone

    Mobile Phone

    E-mail Address

    To remove a field, such as Billing Information, under the Field column, drag the field names to the Value column that is on the left.

  9. Continue removing fields until you have only the fields that you want to export. For this example, only the twelve fields that are in the previous table will be exported.
  10. Click OK.
  11. Click Finish.

Import the Outlook contacts into Microsoft Dynamics CRM

  1. Start Microsoft Dynamics CRM.
  2. On the Tools menu, click Import Data.
  3. In the Data file box, click Browse, locate and select the mycontacts.csv file, and then click Open.

    Click Next and follow the directions that appear on the screen in the Import Data Wizard.

    Note

    If the data map you need does not exist, contact your organization's Microsoft Dynamics CRM administrator to request one, or for information about how to create data maps, see the "Create a data map for use with import" section of the Help topic.

    Source Field

    Mapping

    Target Field

    Comment

    Last Name

    Must map to

    Last Name

    This typically does not need to be remapped

    Business Phone

    Must map to

    Business Phone

    This typically does not need to be remapped

    First Name

    Must map to

    First Name

    This typically does not need to be remapped

    Job Title

    Must map to

    Job Title

    This typically does not need to be remapped

    Middle Name

    Must map to

    Middle Name

    This typically does not need to be remapped

    Mobile Phone

    Must map to

    Mobile Phone

    This typically does not need to be remapped

    Business Street

    Must map to

    Address 1: Street 1

    This typically must be remapped

    Business City

    Must map to

    Address 1: City

    This typically does not need to be remapped

    Business State

    Must map to

    Address 1: State/Province

    This typically must be remapped

    Business Portal Code

    Must map to

    Address 1: ZIP/Postal Code

    This typically must be remapped

    Business Country

    Must map to

    Address 1: Country/Region

    This typically must be remapped

    E-mail Address

    Must map to

    E-mail

    This typically must be remapped

Field Mappings

Note

You can review the import information, such as the number of contacts imported and any failures that occurred. In the Navigation Pane, click Workplace, and then click Imports. In the list, double-click the mycontacts.csv or the name of your bulk import record.

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