Importing Merit Contacts to Outlook 2010 Step 1:

Importing Merit Contacts to Outlook 2010

Transferring your contacts from the Merit Mail system to your new Outlook Exchange account is a fairly quick and easy

process. However, due to some slight differences in the way that the two systems store data there are a few special steps to

prepare the data from Merit so that it will import cleanly into Outlook. There are three steps to follow to move your contacts

into Outlook:

1. Login your Merit account and use the export function to create a data file of your contacts

2. Using Excel or a text editor prepare the file for Outlook

3. Upload the file into Outlook

It is important to note that the exporting and importing of contact groups (contact groups are distribution lists

that have been specially by the user) is not supported and any lists you may have created will need to be

recreated manually. Instructions for recreating contact groups will be available in a separate document.

Step 1: Exporting Contacts from Merit

* NOTE: In the pictures below Internet Explorer 8 and the advanced version (AJAX) of the Merit Email system will be used to

illustrate the steps. Other browsers will work as does Merit’s standard version (the standard version is a different interface for

the email system designed to work faster on older computers) However, there will be differences in the appearance of the

mail system and the location of the controls to export your data. If possible use Internet Explorer (IE) and the AJAX interface

to do this process*

Begin by accessing the internet and navigating to the login page for your Marygrove Merit Mail account.

1. On the login screen enter your username and password in the appropriate boxes. Below where you have entered you

username and password you will see a box labeled “Version”. Click on this box and from the drop-down list of options

select “Advanced (AJAX)”.

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2. After verifying that you have entered you user name and password and that you have selected the Advanced (AJAX)

option from the “Version” menu, click on the “Log In” button to launch Merit Mail.

3. Once your email box has opened you will need to click on the “Preferences” tab located near the top left of your

email screen.

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4. Once the Preferences tab has opened you will need to select the Import/Export option from the list at the left of the

screen.

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5. Below is the Merit Mail Import/Export Tool.

a. Select “Contacts” by clicking the radio button just to the left of the word contacts

b. The drop down menu appears

c. Click on “Outlook Contacts” from the list of options

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6. Now that Contacts has been selected and Outlook Contacts chosen as the proper format you will need to specify the

source of the items that are to be exported.

a. Below the box where you selected Outlook Contacts is a button titled “Source.”

b. Click on this button where it says “All Folders”

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7. Clicking on the “All Folders” button will bring up a box where you will need to choose the folder to be exported.

a. Select the “Contacts” folder.

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8. Below is a picture of what you should see when folders are ready to go.

a. The button to the left of Contacts is filled in

b. The box to the right of Contacts says “Outlook Contacts”

c. The box to the right of source says “Contacts”

d. Once a, b and c are complete, click the export button in the lower right.

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9. Once you click the export button Internet Explorer (IE), will ask you what to do with the new file.

a. Select “Save”

b. Save the file to a location that you can easily remember. I suggest that you save it to your desktop and give it

the name “ContactsFromZimbra”.

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10. At this point you have now exported your contacts from Merit and are ready to take that data and make it ready to

upload to Outlook.

Step 2: Preparing the File for Outlook

For the most part the file that was created by Merit in the export process (Step 1) is useable by Outlook to import your

contacts into the new system. However, there are subtle differences that will cause the data to not import cleanly or fail

completely. Below are steps to take to ensure that the Merit file is 100% compatible with Outlook. The changes to the file

should be made with Excel.

1. Begin by opening up the file you downloaded on your Desktop entitled “ContactsFromZimbra” from Merit with Excel.

It should open up into a simple looking spreadsheet.

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2. While most of the information in this sheet is formatted correctly for Outlook, there are 13 items that need to be

changed slightly so that Outlook interprets them properly. To make these changes you can either

a. Manually edit the document

b. Download the file we have provided on Blackboard and copy and paste the data to this document

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3. Manually editing the document is fairly easy. You need to change a few of the column headers in row 1. The changes

you need to make are:

a. Column M: Change BusinessCountry to BusinessCountry/Region

b. Column R: Change HomeCountry to HomeCountry/Region

c. Column W: Change OtherCountry to OtherCountry/Region

d. Column X: Change AssistantsPhone to Assistant’sPhone

e. Column AO: Change TTYTDDPhone to TTY/TDDPhone

f. Column AS: Change AssistantsName to Assistant’sName

g. Column AY: Change EmailAddress to E-mailAddress

h. Column AZ: Change EmailDisplayName to E-mailDisplayName

i. Column BA: Change Email2Address to E-mail2Address

j. Column BB: Change Email2DisplayName to E-mail2DisplayName

k. Column BC: Change Email3Address to E-mail3Address

l. Column BD: Change Email3DisplayName to E-mail3DisplayName

m. Column BK: Change Language1 to Language

4. Once you have made the changes you will want to use the File menu in excel to “Save As” so that you can save this

changed document to a new file.

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5. Save this new document in a location where you can easily get to it for the next step. Again I recommend saving it to

your desktop and naming it “ContactsForOutlook”.

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6. Excel will give you the warning below when you click on the”Save” button.

NOTE: Do not worry about the warning as it is only for informational purposes and is not important to this process.

a. Click on the “Yes” button and Excel will save the document.

b. After the document is saved, the file is ready to be imported into Outlook.

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Step 3: Importing Contacts into Outlook

1. To start the import process, begin by doing the following:

a. Open the Outlook application on your computer

b. Once Outlook has opened, use the File Menu and select the “Open” option from the list on the left

c. Select “Import” from the list on the right

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2. After selecting Import from the File Menu Outlook will automatically launch the Import and Export Wizard

a. From the options given select Import from another program or file and click Next.

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3. Next Outlook will ask you what type of file that you will be using to import contacts.

a. Select “Comma Separated Values (Windows)”

b. Click “Next”

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4. On the next screen you will be asked which file you would like to import.

a. Select the “Browse” button and then go and find the file we prepared in step 2 entitled

“ContactsForOutlook”

b. Click “OK”

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5. Outlook will fill in the file name and its location.

a. Confirm that this is the file you want

b. Click “Next”

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6. Select the destination for this information to be imported to.

a. Select “Contacts” and click “Next”

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7. Outlook will ask you to confirm your selections thus far.

a. Verify that everything looks good and click “Finish”

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8. After a few moments Outlook should process the Contacts file and you should see your contacts in the Contact list.

9. The process is now complete.

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Documents

Importing Merit Contacts to Outlook 2010 Step 1: