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Import contacts from Outlook RRS feed

  • Question

  • Hi Folks,

    I have a user who has a large number of emails and contacts stored in Outlook which ideally should be in CRM. We're currently running CRM 4.0.

    Is there a way that I can import these records into CRM. My preference would be to create a Company record using the company details from Outlook then create the contact as a contact of the company. Failing that simply adding contacts into CRM with the parent company populated company details from Outlook.

    I found an article to import Outlook contacts however it doesn't appear to have a value for Company.


    I would also like to assign an owner to these records.

    http://rc.crm.dynamics.com/rc/regcont/en_us/op/articles/outlookimport.aspx#ID0EFCAC

    Thanks in advance,

    Adam
    Tuesday, June 30, 2009 9:18 PM

Answers

  • Adam -

    Well there are a few options to get this information into Microsoft CRM.  Some options have more manual options then others. 

    For the contacts that are currently in Outlook there are two basic routes of getting them import into Microsoft CRM.  There are many more complex routes that handle making sure you catch all duplicates and have a process so multipel people do not upload the same contact.  Loading duplicates of the same cotnact in is something you need to consider when moving lot sof contacts into CRM. How can you limit the duplicates. 

    1.  Use the default track in CRM funcitonality from teh users outlook once they have the outlook client installed. 
    Positive - very simple jsut highlight all the contacts you want put in CRM and click track in CRM.
    Negative - Does not create companies and link contacts to companies, must manually go back in and create companies or link to exisitng companies, once you track in CRM you lose the company name in the outlook contact record.(maybe depends on version so make sure you have an expor to csv of contacts incase needed) , Lots of manaual work if users have lots fo contacts.

    2.  Use the import from CSV file funcitonality within Microsoft CRM.
    Positive - with a little work in Excel can build accoutn records with informaiton and then load contacts and get CRM to autolink a high percentage to the companies.
    Negative - Need to manually break out company information and load into CRM,  Contacts will only link to accounts by unique name so if you have duplicate compnaies wiht the same name the contact linking to account might be missed, Does not set Primary contact on Company to reference the contact.

    The steps to option 1 is simple
    a. Select all contacts in Outlook that you want in CRM and click the track in CRM button
    b. Create company records and link contacts to company records. (must be done manually this step can take a long time)
    c. Select the e-mails you want tracked in CRM either in list view or one at a time and click track in CRM


    The steps to option 2
    a. Create new folder called "contacts to move to CRM" that has all cotnacts you want to load into CRM
    b. Export the contents of the new outlook folder into a CSV file
    c. In Excell create file with the unique companies you want to create within CRM with the needed fields. The excel document shoudl have the same field names as CRM.  Best route is to create an advanced find that has all the columns you want to import and export it to excel then grab the header row for use in yoru excel.
    d. Save your cleaned company excel document as a CSV file
    e. Go to imports within CRM and select the file and importing companies - it shoudl come up with sutomatic for the map if you have all the fields lebeled correctly for import.
    f. Validate the companies were created
    g. ready the cotnact file for import in the same manner gettign the column names correct for the contact entity.
    h. save as a CSV file
    i. Import the file into cotnacts making sure it coem up wiht the automatic map.  
    j. Make sure the cotnacts coem in.
    k. clean up the few contacts that did not get linked whem imported. 
    l. assign all records to original outlook users or if you used their accoutn for impor they are already there. 
    m. syncronize CRM with Outlook and all the contacts shoud come down into Outlook form CRM.
    n. Delete the "contacts to move to CRM" folder in outlook.
    o. Select the e-mails you want tracked in CRM either in list view or one at a time and click track in CRM

    Other options involve creating your own data maps and such but the automatic will get you 90% of the way there. 

    I hope this helps you migrate the data in.

       Hoss
    "If it ain't broke, Modify It! If it is broke, Time to upgrade!"
    • Marked as answer by Agilbert2003 Thursday, July 2, 2009 2:41 AM
    Wednesday, July 1, 2009 12:16 AM

All replies

  • Adam -

    Well there are a few options to get this information into Microsoft CRM.  Some options have more manual options then others. 

    For the contacts that are currently in Outlook there are two basic routes of getting them import into Microsoft CRM.  There are many more complex routes that handle making sure you catch all duplicates and have a process so multipel people do not upload the same contact.  Loading duplicates of the same cotnact in is something you need to consider when moving lot sof contacts into CRM. How can you limit the duplicates. 

    1.  Use the default track in CRM funcitonality from teh users outlook once they have the outlook client installed. 
    Positive - very simple jsut highlight all the contacts you want put in CRM and click track in CRM.
    Negative - Does not create companies and link contacts to companies, must manually go back in and create companies or link to exisitng companies, once you track in CRM you lose the company name in the outlook contact record.(maybe depends on version so make sure you have an expor to csv of contacts incase needed) , Lots of manaual work if users have lots fo contacts.

    2.  Use the import from CSV file funcitonality within Microsoft CRM.
    Positive - with a little work in Excel can build accoutn records with informaiton and then load contacts and get CRM to autolink a high percentage to the companies.
    Negative - Need to manually break out company information and load into CRM,  Contacts will only link to accounts by unique name so if you have duplicate compnaies wiht the same name the contact linking to account might be missed, Does not set Primary contact on Company to reference the contact.

    The steps to option 1 is simple
    a. Select all contacts in Outlook that you want in CRM and click the track in CRM button
    b. Create company records and link contacts to company records. (must be done manually this step can take a long time)
    c. Select the e-mails you want tracked in CRM either in list view or one at a time and click track in CRM


    The steps to option 2
    a. Create new folder called "contacts to move to CRM" that has all cotnacts you want to load into CRM
    b. Export the contents of the new outlook folder into a CSV file
    c. In Excell create file with the unique companies you want to create within CRM with the needed fields. The excel document shoudl have the same field names as CRM.  Best route is to create an advanced find that has all the columns you want to import and export it to excel then grab the header row for use in yoru excel.
    d. Save your cleaned company excel document as a CSV file
    e. Go to imports within CRM and select the file and importing companies - it shoudl come up with sutomatic for the map if you have all the fields lebeled correctly for import.
    f. Validate the companies were created
    g. ready the cotnact file for import in the same manner gettign the column names correct for the contact entity.
    h. save as a CSV file
    i. Import the file into cotnacts making sure it coem up wiht the automatic map.  
    j. Make sure the cotnacts coem in.
    k. clean up the few contacts that did not get linked whem imported. 
    l. assign all records to original outlook users or if you used their accoutn for impor they are already there. 
    m. syncronize CRM with Outlook and all the contacts shoud come down into Outlook form CRM.
    n. Delete the "contacts to move to CRM" folder in outlook.
    o. Select the e-mails you want tracked in CRM either in list view or one at a time and click track in CRM

    Other options involve creating your own data maps and such but the automatic will get you 90% of the way there. 

    I hope this helps you migrate the data in.

       Hoss
    "If it ain't broke, Modify It! If it is broke, Time to upgrade!"
    • Marked as answer by Agilbert2003 Thursday, July 2, 2009 2:41 AM
    Wednesday, July 1, 2009 12:16 AM
  • Thanks very much for your comprehensive reply. Precisely the information I was looking for.

    Terrific reply!


    Thanks again,


    Adam

    Thursday, July 2, 2009 2:41 AM