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Importing with "do not import duplicate items" based on 1 criterio
Hi
I need to import a long list of fax numbers in an Access file to Outlook in order to simplify sending faxes to my many, many contacts (this way I can select the whole Outlook contacts in the fax wizard instead of entering numbers one after the other). Outlook Contacts already contains fax numbers. Unfortunately, the Access file contains some of the same fax numbers but under different names. Is there a way to import the fax numbers from Access while opting for not importing duplicates of "Business Fax" only? Thanks |
#2
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Importing with "do not import duplicate items" based on 1 criterio
I cannot help you with the fine details of conditional importing. Outlook's
native import Wizard has no such ability, but Karl can tell you whether third party importers might. I must wonder why you would even attempt such a task since Outlook does not integrate with any fax software that supports "sending faxes to many, many contacts." Have you looked into the realities of what you are trying to achieve before you waste more time? -- Russ Valentine [MVP-Outlook] "James" wrote in message ... Hi I need to import a long list of fax numbers in an Access file to Outlook in order to simplify sending faxes to my many, many contacts (this way I can select the whole Outlook contacts in the fax wizard instead of entering numbers one after the other). Outlook Contacts already contains fax numbers. Unfortunately, the Access file contains some of the same fax numbers but under different names. Is there a way to import the fax numbers from Access while opting for not importing duplicates of "Business Fax" only? Thanks |
#3
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Importing with "do not import duplicate items" based on 1 criterio
Something about this question doesn't compute. If you have more than one
contact with the same business fax number (one or more in the Outlook contact folder along with one or more in the Access file - how is the "primary" contact determined in terms of information for the purposes of sending a fax (or is this intended to simply be a receipent agnostic general fax broadcast? That aside..... For the purpose of this response - will assume that what you want at the end of the exercise is a contact folder of unique business fax numbers where no other info is really important or relevant. ContactGenie DataPorter does have an option that would deal with this but really depends on what the answers were to the original questions above so not going to suggest it as a viable option/solution at this point (and don't know of anything else that would do what you want). Instead, you may want to consider this (there are different ways to do the same thing - this is just one quick and dirty approach): #1 - Export the contact folder with minimal info (Bus Fax# field is all you need) (pick whatever output file format - csv/xls/mdb) #2 - In your Access database - create a new table via a customized "Make Table" query extracting only unique BFax #s - (SELECT UNIQUE BFax# INTO NewTableName FROM SourceTable) #3 - In this same database - import the file created in Step #1 #4 - Combine tables from step #2 (NewTable) & 3 (via a simple Access Append query) #5 - Repeat Step #2 changing Table names in a new Make Table query (if you want more info beyond BFax# - can be easily generated with a couple of additional Access steps or alternatively you can create a new table of records with BFax'#s not in the Outlook contact folder with a little Access query creativity once you have the file from step #1) At the end of #5 - you will have a table of totally unique BFax#'s which you can than import into a new Outlook contact folder consisting of contact items with unique Bus Fax #s Karl __________________________________________________ _ Karl Timmermans - The Claxton Group ContactGenie - Importer 1.3 / DataPorter 2.0 / Exporter "Power contact importers/exporters for MS Outlook '2000/2007" http://www.contactgenie.com "James" wrote in message ... Hi I need to import a long list of fax numbers in an Access file to Outlook in order to simplify sending faxes to my many, many contacts (this way I can select the whole Outlook contacts in the fax wizard instead of entering numbers one after the other). Outlook Contacts already contains fax numbers. Unfortunately, the Access file contains some of the same fax numbers but under different names. Is there a way to import the fax numbers from Access while opting for not importing duplicates of "Business Fax" only? Thanks |
#4
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Importing with "do not import duplicate items" based on 1 crit
Thank you guys.
Seems I need to clarify few things. First, it's a problem facing a friend of mine, not me. He emailed me asking for a solution, and he doesn't speak English. Second, my friend receives every other day a list of fax numbers in an Access file. The sender sets the fax numbers column as "primary key" with "no duplicates" so that he won't have duplicates, but he sends sometimes fax numbers already sent few days ago under a different name. Dear Russ, I'm not sure what you meant when you said, "Outlook does not integrate with any fax software that supports 'sending faxes to many, many contacts'". The Fax feature in Win XP (at least) does it. Dear Karl, thanks for your suggestion. I translated it to my friend and sent it to him. Waiting foe his updates. "Karl Timmermans" wrote: Something about this question doesn't compute. If you have more than one contact with the same business fax number (one or more in the Outlook contact folder along with one or more in the Access file - how is the "primary" contact determined in terms of information for the purposes of sending a fax (or is this intended to simply be a receipent agnostic general fax broadcast? That aside..... For the purpose of this response - will assume that what you want at the end of the exercise is a contact folder of unique business fax numbers where no other info is really important or relevant. ContactGenie DataPorter does have an option that would deal with this but really depends on what the answers were to the original questions above so not going to suggest it as a viable option/solution at this point (and don't know of anything else that would do what you want). Instead, you may want to consider this (there are different ways to do the same thing - this is just one quick and dirty approach): #1 - Export the contact folder with minimal info (Bus Fax# field is all you need) (pick whatever output file format - csv/xls/mdb) #2 - In your Access database - create a new table via a customized "Make Table" query extracting only unique BFax #s - (SELECT UNIQUE BFax# INTO NewTableName FROM SourceTable) #3 - In this same database - import the file created in Step #1 #4 - Combine tables from step #2 (NewTable) & 3 (via a simple Access Append query) #5 - Repeat Step #2 changing Table names in a new Make Table query (if you want more info beyond BFax# - can be easily generated with a couple of additional Access steps or alternatively you can create a new table of records with BFax'#s not in the Outlook contact folder with a little Access query creativity once you have the file from step #1) At the end of #5 - you will have a table of totally unique BFax#'s which you can than import into a new Outlook contact folder consisting of contact items with unique Bus Fax #s Karl __________________________________________________ _ Karl Timmermans - The Claxton Group ContactGenie - Importer 1.3 / DataPorter 2.0 / Exporter "Power contact importers/exporters for MS Outlook '2000/2007" http://www.contactgenie.com "James" wrote in message ... Hi I need to import a long list of fax numbers in an Access file to Outlook in order to simplify sending faxes to my many, many contacts (this way I can select the whole Outlook contacts in the fax wizard instead of entering numbers one after the other). Outlook Contacts already contains fax numbers. Unfortunately, the Access file contains some of the same fax numbers but under different names. Is there a way to import the fax numbers from Access while opting for not importing duplicates of "Business Fax" only? Thanks |
#5
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Importing with "do not import duplicate items" based on 1 crit
The vast majority of end users have found that Windows XP Fax does not
support sending to more than just 2 or 3 recipients at a time, if that. It's not solely a software limitation but is also related to the fact that most end users have cheap fax modems with only one analog line--not a scenario that permits sending to "many, many recipients." Microsoft's Server Fax and higher end fax cards with multiple lines can handle this--but not end user implementations of XP Fax. -- Russ Valentine [MVP-Outlook] "James" wrote in message ... Thank you guys. Seems I need to clarify few things. First, it's a problem facing a friend of mine, not me. He emailed me asking for a solution, and he doesn't speak English. Second, my friend receives every other day a list of fax numbers in an Access file. The sender sets the fax numbers column as "primary key" with "no duplicates" so that he won't have duplicates, but he sends sometimes fax numbers already sent few days ago under a different name. Dear Russ, I'm not sure what you meant when you said, "Outlook does not integrate with any fax software that supports 'sending faxes to many, many contacts'". The Fax feature in Win XP (at least) does it. Dear Karl, thanks for your suggestion. I translated it to my friend and sent it to him. Waiting foe his updates. "Karl Timmermans" wrote: Something about this question doesn't compute. If you have more than one contact with the same business fax number (one or more in the Outlook contact folder along with one or more in the Access file - how is the "primary" contact determined in terms of information for the purposes of sending a fax (or is this intended to simply be a receipent agnostic general fax broadcast? That aside..... For the purpose of this response - will assume that what you want at the end of the exercise is a contact folder of unique business fax numbers where no other info is really important or relevant. ContactGenie DataPorter does have an option that would deal with this but really depends on what the answers were to the original questions above so not going to suggest it as a viable option/solution at this point (and don't know of anything else that would do what you want). Instead, you may want to consider this (there are different ways to do the same thing - this is just one quick and dirty approach): #1 - Export the contact folder with minimal info (Bus Fax# field is all you need) (pick whatever output file format - csv/xls/mdb) #2 - In your Access database - create a new table via a customized "Make Table" query extracting only unique BFax #s - (SELECT UNIQUE BFax# INTO NewTableName FROM SourceTable) #3 - In this same database - import the file created in Step #1 #4 - Combine tables from step #2 (NewTable) & 3 (via a simple Access Append query) #5 - Repeat Step #2 changing Table names in a new Make Table query (if you want more info beyond BFax# - can be easily generated with a couple of additional Access steps or alternatively you can create a new table of records with BFax'#s not in the Outlook contact folder with a little Access query creativity once you have the file from step #1) At the end of #5 - you will have a table of totally unique BFax#'s which you can than import into a new Outlook contact folder consisting of contact items with unique Bus Fax #s Karl __________________________________________________ _ Karl Timmermans - The Claxton Group ContactGenie - Importer 1.3 / DataPorter 2.0 / Exporter "Power contact importers/exporters for MS Outlook '2000/2007" http://www.contactgenie.com "James" wrote in message ... Hi I need to import a long list of fax numbers in an Access file to Outlook in order to simplify sending faxes to my many, many contacts (this way I can select the whole Outlook contacts in the fax wizard instead of entering numbers one after the other). Outlook Contacts already contains fax numbers. Unfortunately, the Access file contains some of the same fax numbers but under different names. Is there a way to import the fax numbers from Access while opting for not importing duplicates of "Business Fax" only? Thanks |
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