Importing Outlook contact data that includes notes

Because Microsoft Dynamics CRM 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 are stored in the Notes record type, rather than as a field in a contact record. The exported data must be split into separate files before import: one file for all the contacts, and one for all the notes.

The first step in the process is exporting your Outlook contacts, following the procedures in Import your Outlook contacts into Microsoft Dynamics CRM. 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 Contacts.csv and Notes.csv files

Split exported data into two files

You'll need to split the exported data file into separate files, one for contacts, and one for notes.

The easiest way to do this is to make a copy of the exported Contacts.csv file. Rename the copy to Notes.csv.

Prepare the Contacts.csv file

• Open the Contacts.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.
2. Combine the First Name and Last Name column into a column called Full Name.
   • Identify how your Microsoft Dynamics CRM stores Full Name data. The easiest way to do this is to go to the Contacts area in Microsoft Dynamics CRM and then click Advanced Find. Look in the Full Name column, and see if names are stored "First Last", or "Last, First". You'll need to make your Full Name column match how Microsoft Dynamics CRM is set up.
   • For information about how to combine two columns using Outlook, see Combine first and last names.
3. Rename the Notes column to Description.
4. Rename the Full Name column to Regarding.
5. Add a column called Is Document. For each row, it must have the value "No".
6. Consider adding 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	Is Document
Brian Johnson	This is the text of the note in the Outlook contact.	Migrated from Outlook 4-16-09	No
Delphine Ribaute	This is the text of the note in the Outlook contact.	Migrated from Outlook 4-16-09	No

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Import the Contacts.csv and Notes.csv files

1. Import the Contacts.csv file following the instructions in Import your Outlook contacts into Microsoft Dynamics CRM. Wait until the import is complete before going to the next step.
2. To import the Notes.csv file, you need to use automatic data mapping. This means that your file must have the mandatory columns Description, Regarding, and Is Document with these exact titles. It can also have the optional Title column. Double-check your column headings before proceeding.
   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 notes.csv file, and then click Open.
   4. Click Next. In Record type, select Note.

      Important

      The Data map box should immediately change to the word Automatic. If it does not, the import will fail. Go back and check your column headings.

   5. Click Next to continue with the wizard.

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Related Links

Import your Outlook contacts into Microsoft Dynamics CRM

Articles about importing records