How Do I Import a Text File into Outlook?

You typically import data from a text file, most commonly in Comma Separated Values (.csv) format, into Microsoft Outlook using the built-in Import and Export wizard. This process is frequently used for adding contacts or calendar entries.

Text files used for importing data into Outlook, such as a CSV file, should be structured so that Outlook can understand the different pieces of information (like names, email addresses, phone numbers for contacts, or subjects, start/end times for calendar entries).

Important Note Regarding Provided Reference:

While the provided reference describes a method for importing a text/CSV file, the steps outlined - "From the Data menu, select From Text/CSV. Browse to your exported CSV file (you may have to select to display Text Files (....csv) to see it). Select Import" - are for importing data into Microsoft Excel, not Outlook. The process for importing into Outlook is different.

Here's how to import a CSV text file into Outlook:

Steps to Import a CSV File into Outlook

Follow these steps to bring your contacts, calendar items, or other supported data from a CSV text file into your Outlook account:

1. Prepare Your CSV File: Ensure your CSV file is correctly formatted. Each column should represent a field in Outlook (e.g., First Name, Last Name, Email Address). The first row usually contains the headers that identify each column.

2. Open Outlook: Launch the Microsoft Outlook application on your computer.

3. Access the Import/Export Wizard:

   • Go to the File tab in the top-left corner.
   • Select Open & Export.
   • Click on Import/Export.

4. Choose Import Action:

   • In the Import and Export Wizard window, select Import from another program or file.
   • Click Next.

5. Select File Type:

   • Choose Comma Separated Values from the list.
   • Click Next.

6. Locate Your CSV File:

   • Click the Browse... button.
   • Navigate to the location where your CSV text file is saved.
   • Select the file and click OK.

7. Handle Duplicates:

   • Choose how you want Outlook to handle potential duplicate items:
     • Replace duplicates with items imported: Overwrites existing items if matches are found.
     • Allow duplicates to be created: Adds all items, even if duplicates exist.
     • Do not import duplicate items: Skips importing items that match existing ones.
   • Click Next.

8. Select Destination Folder:

   • In the list of Outlook folders, select the folder where you want the imported data to go (e.g., Contacts for contact lists, Calendar for events).
   • Click Next.

9. Map Custom Fields (If Necessary):

   • This is a crucial step. The wizard will show you how the columns in your CSV file will map to Outlook fields.
   • Click the Map Custom Fields... button.
   • Drag fields from the "From" pane (your CSV columns) to the corresponding fields in the "To" pane (Outlook fields).
   • Ensure required fields (like names for contacts or subjects for calendar) are mapped correctly.
   • Click OK once mapping is complete.

10. Finish Importing:

    • Review the summary information.
    • Click Finish.

Outlook will begin importing the data from your text file. The time it takes depends on the size of the file. You should see the imported items appear in the chosen Outlook folder once the process is complete.

Importing data via a text file like CSV is an efficient way to migrate information from other programs or services into your Outlook environment.