Convert Word table of contacts to Outlook contacts using Excel

Uploads · May 31, 2009

Hi,

I have a friend who used to work for a large organization and has been made redundant. He has a list of contacts which has been saved in Microsoft Word as a four column table. The document is 37 pages long. The data is in four columns only - 'Name', 'Email', 'Phones' and 'Business'.

There is a lot of data in each column;

the 'Name' contains both first names and last names.
The 'Email' column often contains more than one email address.
the Phones column often contains more than one phone number and the phone number is in many different formats; some times with a county code, some times an area code, sometimes with brackets, sometimes with +61 etc for the country code.
the 'Business' contains any combination of business names, and addresses all rolled into one.

He wishes to somehow get this information into Outlook as contacts and I've offered to sort it out for him.

Obviously the data was never enterered very well in the first place but regardles, we no longer have access to the original data source and what we have is it.

I thought the best way would be to somehow dump all the data into Excel and then manually cut and paste it into columns such as 'First Name', 'Last Name', 'Phone1', 'Phone2', 'Business Name', 'Street Address', 'City' etc etc. From here I would then be able to 'Normalise' the data and import it into Outlook.

As this is many hours of work, my question is 'Am I on the right track here?'

Is there an easier way to do all this. Any other suggestions on how to go about this mamoth task.

Here's an example of how the data looks

ffice:smarttags" name="City"></o:smarttagtype><o:smarttagtype namespaceuri="urn:schemas-microsoft-com

ffice:smarttags" name="place"></o:smarttagtype><o:smarttagtype namespaceuri="urn:schemas-microsoft-com

ffice:smarttags" name="stockticker"></o:smarttagtype><link rel="themeData" href="file:///C:%5CUsers%5CMark%5CAppData%5CLocal%5CTemp%5Cmsohtmlclip1%5C01%5Cclip_themedata.thmx"><link rel="colorSchemeMapping" href="file:///C:%5CUsers%5CMark%5CAppData%5CLocal%5CTemp%5Cmsohtmlclip1%5C01%5Cclip_colorschememapping.xml"><style> <!-- /* Font Definitions */ @font-face {font-family:"Tms Rmn"; panose-1:2 2 6 3 4 5 5 2 3 4; mso-font-charset:0; mso-generic-font-family:roman; mso-font-format

ther; mso-font-pitch:variable; mso-font-signature:3 0 0 0 1 0;} @font-face {font-family:Helv; panose-1:2 11 6 4 2 2 2 3 2 4; mso-font-charset:0; mso-generic-font-family:swiss; mso-font-format

ther; mso-font-pitch:variable; mso-font-signature:3 0 0 0 1 0;} @font-face {font-family:"Cambria Math"; panose-1:2 4 5 3 5 4 6 3 2 4; mso-font-charset:0; mso-generic-font-family:roman; mso-font-pitch:variable; mso-font-signature:-1610611985 1107304683 0 0 159 0;} /* Style Definitions */ p.MsoNormal, li.MsoNormal, div.MsoNormal {mso-style-unhide:no; mso-style-qformat:yes; mso-style-parent:""; margin:0cm; margin-bottom:.0001pt; mso-pagination:widow-orphan; font-size:12.0pt; font-family:"Times New Roman","serif"; mso-fareast-font-family:"Times New Roman";} .MsoChpDefault {mso-style-type:export-only; mso-default-props:yes; font-size:10.0pt; mso-ansi-font-size:10.0pt; mso-bidi-font-size:10.0pt;} @page Section1 {size:612.0pt 792.0pt; margin:72.0pt 72.0pt 72.0pt 72.0pt; mso-header-margin:36.0pt; mso-footer-margin:36.0pt; mso-paper-source:0;} div.Section1 {page:Section1;} --> </style> [FONT=&quot]<o

> </o

>[/FONT]

[FONT=&quot]<o

> </o

>[/FONT]

</td> <td style="border-style: solid solid solid none; border-color: windowtext windowtext windowtext -moz-use-text-color; border-width: 1pt 1pt 1pt medium; padding: 0cm; width: 75.45pt;" valign="top" width="101"> [FONT=&quot]Name<o

></o

>[/FONT]
</td> <td style="border-style: solid solid solid none; border-color: windowtext windowtext windowtext -moz-use-text-color; border-width: 1pt 1pt 1pt medium; padding: 0cm; width: 163pt;" valign="top" width="217"> [FONT=&quot]Email<o

></o

>[/FONT]
</td> <td style="border-style: solid solid solid none; border-color: windowtext windowtext windowtext -moz-use-text-color; border-width: 1pt 1pt 1pt medium; padding: 0cm; width: 163pt;" valign="top" width="217"> [FONT=&quot]Phone(s)<o

></o

>[/FONT]
</td> <td style="border-style: solid solid solid none; border-color: windowtext windowtext windowtext -moz-use-text-color; border-width: 1pt 1pt 1pt medium; padding: 0cm; width: 148.85pt;" valign="top" width="198"> [FONT=&quot]Business<o

></o

>[/FONT]
</td> </tr> <tr style=""> <td style="border-style: none solid solid; border-color: -moz-use-text-color windowtext windowtext; border-width: medium 1pt 1pt; padding: 0cm; width: 9.65pt;" valign="top" width="13">

<sup>[FONT=&quot](1)[/FONT]</sup>[FONT=&quot]<o

></o

>[/FONT]

</td> <td style="border-style: none solid solid none; border-color: -moz-use-text-color windowtext windowtext -moz-use-text-color; border-width: medium 1pt 1pt medium; padding: 0cm; width: 75.45pt;" valign="top" width="101"> [FONT=&quot]Aaron Simcock<o

></o

>[/FONT]
</td> <td style="border-style: none solid solid none; border-color: -moz-use-text-color windowtext windowtext -moz-use-text-color; border-width: medium 1pt 1pt medium; padding: 0cm; width: 163pt;" valign="top" width="217"> [FONT=&quot]aarxx.xfffcock@au.xxxxmro.com<o

></o

>[/FONT]
</td> <td style="border-style: none solid solid none; border-color: -moz-use-text-color windowtext windowtext -moz-use-text-color; border-width: medium 1pt 1pt medium; padding: 0cm; width: 163pt;" valign="top" width="217"> [FONT=&quot]Office phone: +61 2 xxxx 6866<o

></o

>[/FONT]
[FONT=&quot]Cell phone: +61 411 xxx 258<o

></o

>[/FONT]
</td> <td style="border-style: none solid solid none; border-color: -moz-use-text-color windowtext windowtext -moz-use-text-color; border-width: medium 1pt 1pt medium; padding: 0cm; width: 148.85pt;" valign="top" width="198"> <st1:stockticker w:st="on">[FONT=&quot]Axx[/FONT]</st1:stockticker>[FONT=&quot] xxxxx - <st1:city w:st="on"><st1

lace w:st="on">Sydney</st1

lace></st1:city><o

></o

>[/FONT]
</td> </tr> <tr style=""> <td style="border-style: none solid solid; border-color: -moz-use-text-color windowtext windowtext; border-width: medium 1pt 1pt; padding: 0cm; width: 9.65pt;" valign="top" width="13">

<sup>[FONT=&quot](2)[/FONT]</sup>[FONT=&quot]<o

></o

>[/FONT]

</td> <td style="border-style: none solid solid none; border-color: -moz-use-text-color windowtext windowtext -moz-use-text-color; border-width: medium 1pt 1pt medium; padding: 0cm; width: 75.45pt;" valign="top" width="101"> [FONT=&quot]Adam Laura<o

></o

>[/FONT]
</td> <td style="border-style: none solid solid none; border-color: -moz-use-text-color windowtext windowtext -moz-use-text-color; border-width: medium 1pt 1pt medium; padding: 0cm; width: 163pt;" align="center" valign="top" width="217"> [FONT=&quot]alxxxxra@xxxxxw.com.au<o

></o

>[/FONT]
</td> <td style="border-style: none solid solid none; border-color: -moz-use-text-color windowtext windowtext -moz-use-text-color; border-width: medium 1pt 1pt medium; padding: 0cm; width: 163pt;" valign="top" width="217"> [FONT=&quot]Office phone: 02 xxxx-4000; Dir: X4232<o

></o

>[/FONT]
[FONT=&quot]Office fax: 02 xxxx-4111<o

></o

>[/FONT]
[FONT=&quot]Cell phone: 0410 xxx 061<o

></o

>[/FONT]
</td> <td style="border-style: none solid solid none; border-color: -moz-use-text-color windowtext windowtext -moz-use-text-color; border-width: medium 1pt 1pt medium; padding: 0cm; width: 148.85pt;" valign="top" width="198"> [FONT=&quot]xxxxx xobin<o

></o

>[/FONT]
</td> </tr> <tr style=""> <td style="border-style: none solid solid; border-color: -moz-use-text-color windowtext windowtext; border-width: medium 1pt 1pt; padding: 0cm; width: 9.65pt;" valign="top" width="13">

<sup>[FONT=&quot](3)[/FONT]</sup>[FONT=&quot]<o

></o

>[/FONT]

</td> <td style="border-style: none solid solid none; border-color: -moz-use-text-color windowtext windowtext -moz-use-text-color; border-width: medium 1pt 1pt medium; padding: 0cm; width: 75.45pt;" valign="top" width="101"> [FONT=&quot]Adelle Howse<o

></o

>[/FONT]
</td> <td style="border-style: none solid solid none; border-color: -moz-use-text-color windowtext windowtext -moz-use-text-color; border-width: medium 1pt 1pt medium; padding: 0cm; width: 163pt;" valign="top" width="217"> [FONT=&quot]axxxx.xxxxse@xxxxxhton.com.au<o

></o

>[/FONT]
</td> <td style="border-style: none solid solid none; border-color: -moz-use-text-color windowtext windowtext -moz-use-text-color; border-width: medium 1pt 1pt medium; padding: 0cm; width: 163pt;" valign="top" width="217"> [FONT=&quot]Office phone: +61 2 xxxx 6623<o

></o

>[/FONT]
[FONT=&quot]Cell phone: +61 409 xxx 467<o

></o

>[/FONT]
</td> <td style="border-style: none solid solid none; border-color: -moz-use-text-color windowtext windowtext -moz-use-text-color; border-width: medium 1pt 1pt medium; padding: 0cm; width: 148.85pt;" valign="top" width="198"> [FONT=&quot]xxxxxxx Holdings<o

></o

>[/FONT]
[FONT=&quot]Manager<o

></o

>[/FONT]
[FONT=&quot]Corporate Finance & Investment<o

></o

>[/FONT]
</td> </tr> </tbody></table>

Thanks in advance,

Mark

hiker95 · May 31, 2009

Uploads,

Welcome to the MrExcel board.

We would need to see about 10 to 20 rows of your data with all the columns.

Please post a screenshot of your sheet(s), what you have and what you expect to achieve, with Excel Jeanie HTML 4 (contains graphic instructions).
http://www.excel-jeanie-html.de/html/hlp_schnell_en.php

Uploads · Jun 1, 2009

As I mentioned in my origanal post the data is currently in a table within a Word document.

My question is, am I best to use Excel to 'normalise' (not sure this is the correct term, or use of it) the data and get it into a format that is understandable by Outlook?

I have however, as instructed, downloaded and installed Excel Jeanie and then pasted the table as is, into Excel. I then selected the first 16 records and have included them below using Excel / Excel Jeanie.

Thanks agian,

Mark

Excel Workbook

A

B

C

D

E

1

Name

Email

Phone(s)

Business

2

-1

Aaxxxxn Sick

axxx.xxxxxock@au.xxxxamro.com

Office phone: +61 2 9999 6866

ABx AxxxO - Sydney

3

Cell phone: +61 499 074 258

4

-2

Adam Laura

alaura@gffaw.com.au

Office phone: 02 9993-4000; Dir: X4232

Gilbert Toxxin

5

Office fax: 02 9999-4111

6

Cell phone: 0410 599 061

7

-3

Adelle Howse

adelle.howse@xxxton.com.au

Office phone: +61 2 9999 6623

Leighton Holtings

8

Cell phone: +61 499 597 467

Manager

9

Corporate Finance & Investment

10

-4

Adrian Cruttendon

Adrian.cruttenden@bortol.com.au

11

-5

Adrian Wright

adrian.wright@au.abntromro.com

Office phone: +61 2 8299 5643

ABN Abnabn - Sydney

12

Cell phone: +61 499 415 496

13

-6

Ainslie Wilkie

ainslie.wilkie@au.abnabnanb.com

Office phone: +61 2 8299 5974

ABN ababnabn - Sydney

14

Cell phone: +61 411 861 199

15

-7

Alan Ball

alan.ball@thalegroupss.com.au

Office phone: +61 2 9999 2290

Thales Australia

16

Cell phone: +61 499 910 299

VP Finance & Commercial

17

Building 58

18

Garden Island, NSW 2011

19

Australia

20

-8

Alan Wu

alan.wu@colonialfirststate.com.au

Office phone: 02 9303 6423

Colonial First State

21

Office fax: 02 9303 6410

Investment Manager - Infrastructure

22

-9

Aless McKell

alessandra.mckell@au.abnamro.com

Office phone: +61 2 8259 5030

ABN AMRO - Sydney

23

Office fax: +61 2 8259 5428

88 Phillip Street

24

Cell phone: +61 4 344 394 22

Sydney, NSW 2000

25

Australia

26

-10

Alex Hutchens

ahutchens@gtlaw.com.au

Office phone: 02 9263-4000; Dir: X4286

Gilbert Tobin

27

Office fax: 02 9263-4111

28

Cell phone: 0410 541 702

29

-11

Alex Krstevski

alex.krstevski@au.abnamro.com

Office phone: +61 2 8259 6046

ABN AMRO - Sydney

30

Cell phone: +61 413 222 552

31

-12

Alex Varley

alexvarley@morphcapital.com.au

Office phone:9241 7900

Morph Capital Management Pty Ltd

32

Office fax:9247 5103

Director

33

Cell phone:0417 788 861

12th Floor, 220 George Street

34

Sydney, NSW 2000

35

-13

Alexandra Campbell

alexandra.campbell@hfm.com.au

Office phone: 613 9654 4477

Hastings Funds Management Limited

36

Office fax: 613 9650 6555

Associate

37

Cell phone: 61 (0)425 791 228

Infrastructure

38

-14

Alison Beaver

albeaver@ozemail.com.au

39

-15

Allison Smart

allison.smart@mbf.com.au

Office phone: 02 9323-9747

MBF

40

Office fax: 02 9323-9168

General Counsel/Company Secretary

41

50 Bridge Street

42

Sydney, NSW 2000

43

-16

Alma Marshall

alma.marshall@au.abnamro.com

Office phone: +61 2 8259 6122

ABN AMRO - Sydney

44

Cell phone: +61 412 723 575

Sheet1

hiker95 · Jun 1, 2009

Uploads,

'First Name', 'Last Name', 'Phone1', 'Phone2', 'Business Name', 'Street Address', 'City' etc etc.

I do not see the information (columns) for all the above fields.

As I mentioned in my origanal post the data is currently in a table within a Word document. My question is, am I best to use Excel to 'normalise' (not sure this is the correct term, or use of it) the data and get it into a format that is understandable by Outlook?

I am not familiar with VBA in Microsoft Word.

Convert Word table of contacts to Outlook contacts using Excel

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Convert Word table of contacts to Outlook contacts using Excel

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Excel Facts

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