Notes/Domino 6 and 7 Forum : Importing data into a Name & Address book

These guidelines are what we have used in the past:-

To import a pre-existing set of contact details into a public or personal name & address book.

1. If necessary create a new NAB file from the Public or Personal Address Book template.
2. Export the data from the existing data source into an Excel spreadsheet and save this as a Lotus 123 file (this is the easiest way to import it into Notes). You might want to have only a few records to test things at first. Make sure that you have only the necessary number of rows in the spreadsheet. NB the Notes template has only one address field - so multiple address lines need to be concatenated into one field (using $", " to put a comma between the address lines and then find/replace to get rid of the unwanted extra commas) before exporting to the spreadsheet.
3. Create a new view (Import data) and create columns for all the required fields in the same order as in the spreadsheet. You will need to check carefully what data fields to use from the template.
4. This new view should use the Person/Contact form as the selection criteria.
5. Write an agent to set Type = 'Person' for selected records.
6. Go to the new view in Notes, import the spreadsheet using Form = Person/Contact and View defined columns.
7. Check that the data looks OK - delete all the data and rerun the import if necessary.
8. Select all the records in the Import view and run the agent to set the Type field to Person.
9. The new data should now show up in the Person/Contact views.
10. You can now open this NAB directly and use it to create emails to selected people etc or you can include it as a new personal Local Address Book (via File>Prefs>User Prefs>Mail & News and add to Local Address Books section then restart Notes). If you want it available to other PCs then the Notes Admin people will need to do something to add it into the global address book lists.

Notes/Domino 6 and 7 Forum

Document Options

Search this forum

Forum views and search

Member Tools

RSS Feeds