Frequently Asked Questions

How do I map fields to import a contact list from Excel?
Last Updated 4 years ago

Importing Directory Entries from a CSV File


You can import an existing contact list that you exported from Outlook or Excel as a comma separated value (CSV) file.

Creating a CSV File

Outlook has an "Import and Export" feature under the File menu that allows you to export the Contacts list. A CSV file that has been exported by Outlook can be opened and edited in Excel. Also, a file can be created in Excel and then exported.

NOTE:
If your CSV file was created in Excel and contains a long international number starting with a zero, the default cell size in Excel will display this number in exponential format. When this information is exported from Excel into a CSV file, the leading zero is no longer on the number. When the data is imported into Web Portal, the number will not be correct because the leading zero was not in the file that was imported.


For example: phone number 011-845-882-2999, when entered in Excel with the standard cell width, will be displayed as 1.18459E+11. Therefore, 11845911 will be the number that gets exported to a CSV file by Excel.

To correct this problem, be sure to widen the columns in Excel so that the number is displayed correctly before you export it to a CSV file. This problem does not occur when exporting data from Outlook.

Checking the File Format

Column titles are important in the CSV file that is being imported. The columns must be labeled as listed below including case. Failing to capitalize a label as shown will cause the import to fail. Order of the fields is not important and missing or additional fields are simply ignored. Web Portal will use the information from columns with matching labels to create the Personal Directory.
  • First Name
  • Last Name
  • Company
  • Business Fax
  • Business Phone
  • Home Phone
  • Mobile Phone
  • Pager
  • E-mail Address

Importing the File

To import a CSV file into Web Portal, do the following:
  1. On the Directory tab, select the Personal tab.
  2. Click the Import button at the bottom of the screen.
  3. On the Import page, select:
  4. Append - if you want to import all new directory entries (none of the contacts in the CSV file already exist in your Personal Directory)
  5. Overwrite - If you want to update your existing Personal Directory entries with any changes and if you added new contacts to the CSV file.

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