Importing email addresses

Client:

Transcript: 

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Once you’ve collected all your contacts in the 
excel survey, 

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it’s time to get them into Outlook so they can be 
useful for you.  

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For this step I recommend using Firefox as I’ve 
found Google Chrome doesn’t like certain parts 
of these procedures 

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and using a computer with full Excel installed, 
not using Excel on the web.  

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Excel on the web will not make the necessary 
import file, at least as of this recording.

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Yes, there are some computers that can directly 
open One Drive files directly in the full blown PC 
installed Excel, 

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if that works for you great! It didn’t for me so I’m 
offering this work around.

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First we need to download the finished Excel 
spreadsheet from your OneDrive onto the 
computer you are working on.  

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To do that go to OneDrive, left click on two sets 
of the 3 dots, 

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select download a copy and then save file.  

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Navigate to that spot you downloaded it and 
double click to open in excel.  

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You may need to enable editing on the top.

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Next, in order to get the contact fields to land in 
spots that Outlook recognizes,   

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we have to make some changes to the 
spreadsheet.  

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First select row 2 by clicking the row number on 
the left and then copy it with Control C.  

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Then click on row 1 and paste row 2 over top by 
pressing Control V.  

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That will replace your questions on the survey 
with headings that Outlook will recognize.  

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Then, you can select row 2 and delete that now 
duplicate row by hitting delete.  

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This will make the headings line up and a 
smooth import.

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Before importing, we need to review the 
submissions from the parents on this 
spreadsheet.  

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Feel free to make any edits you need now.  In 
particular, we want to make sure that the 
student names 

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match what is in the CCPS systems such as 
Gradebook.  

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You may want to open your student list from 
Gradebook in a separate window now so you 
can make sure the student names and spellings 

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match.  Where the firstnames and lastnames 
are is not terribly important now, 

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just as long as those names match.  

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So I’ll make some edits here. 

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When your’re all done, Save your spreadsheet 
when you are finished making edits.  

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When your’re all done, Save your spreadsheet 
when you are finished making edits.  

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You can either go control S or come up here to 
the file menu, and save it.

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Then, single clicking, select file, export, change 
file type, and CSV comma delimited, 

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then click save as.  Make sure you select CSV 
from the big list of file types that appears here, 

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and then click save.  

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You can put it in the same spot you downloaded 
or even the desktop. Keep hitting ok and Yes 
through the warnings. 

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Next, back on Office 365, select people, the 
gear in the top right near your name, 

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and then import contacts.  

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Click browse and navigate to the CSV you just 
made, and click next.  

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Hopefully it’ll say that it imported your contacts 
and then you can hit finish.  

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We can see now, on our version of Office 365 
under the people tab, that those 3 contacts have 
been added 

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The contacts you just imported will all replicate 
to a full standalone Outlook app that looks like 
this on your computer.  

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You can see the new contacts here,  You may 
want to adjust your list view, so that you can 
see the students on it.  

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To do that, right click up here on the very top 
headings row and select field chooser  , then 
come down to all contact fields 

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and find the one that says children, drag it up 
here to wherever you want it to be on the list.  

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And now you have a children column on this 
view.

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You may also want to make a distribution list, 
Outlook calls it a contact group, with the newly 
added contacts so that you can email an entire 

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class of parents without having to constantly 
select each on the “To” line.  

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Even though office 365 can create this group, I 
think the standalone Outlook app is better for 
this..

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To add a new group select New Contact Group 
and give the group a name.  

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Then click Add members and from Outlook 
Contacts.  

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Hold down the control key as you click to select 
multiple people and then click the members 
arrow down at the bottom.  

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Click Ok, and  save and close.  Note the group 
icon with multiple people, down here in your 
contacts..  

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And the group also got replicated to your office 
365 Outlook web app.

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To email that group, go to the messages and hit 
Control N for new message.  

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Type in the group name.  Or, you can click the 
To button and navigate to the group in your 
contact list.  

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Finish composing your mail   and you can send 
your message.

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Finish composing your mail   and you can send 
your message.

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Now you’ve imported your contacts into Outlook 
and you have a way to email those contacts 
individually or with a group you can create.  

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The next video will show you how to customize 
each email you send using a mail merge fed by 
an excel spreadsheet.  

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I’ll think you’ll find that it can be a real time and 
paper saver.  

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