Chapter 6. Import

You can import files into AddressBox by selecting Import from the File menu.

Excel Files

AddressBox can import excel files. Each column in the excel file will be treated as a new field.

Preparation

You can import a file into an existing data source or into a new one. If you would like to create a new data source with just the imported data then it is often best to do so before using the import function. This allows you to also create the fields (best done in the list view) of the right type.

If you have separate city/street/country fields in the file, it would be best to create a proper address field first. This makes it easy to properly arrange the imported data.

Import settings

When selecting the excel file in the open dialog, you can specify whether the first row in the file should be used to name each imported column/field.

After you open the excel file a window is shown through which you can select the sheet you want to import.

Assign Fields

In the last step you assign the fields from your file to the ones you have in AddressBox. Fields created while importing will default to be plain text fields. In most cases it is best to manually create the required fields before importing the data. This will give you more control over the type and format of the fields in AddressBox.

You can create a new group for the imported contacts. This can be especially helpful if you add the contacts to an already existing data source and do not want to lose track of the imported records.

AddressBox can avoid importing contacts that are already in the data source. Once you enable the Avoid Duplicates checkbox, you can select an imported field to check against. If any of the existing contacts have a field with the same data as the imported field, the contact will not be imported.

Tutorial

In this tutorial we will create a new data source and populate it with contacts from an Excel file.

The excel file we will import contains one sheet with eight columns. Each column corresponds to one field and the first row contains the names of these fields. In this example these names are "First Name", "Last Name", "Email Address", "Street", "City", "Zip Code", "State" and "Country". The following rows contain the data for these fields.

Setup the new data source

  • Create a new data source by choosing "New Data Source" from the "File" menu. You can give it any name you like, I will use "My Excel Contacts"

  • Select the new data source in the source list on the left of the window.

  • Add the fields into which we later import the data. This can best be done in the list view to which you can switch using the buttons in the toolbar.

  • With the "Add Field" button underneath the contact list you can add new fields. Use it to create an address as well as an additional email field.

Import the file

  • Now that the data source is prepared, we can import the Excel file by choosing the corresponding command from the "File > Import" menu.

  • In the open dialog enable "use first row as field names" and press open.

  • Use the next window to choose the sheet you would like to import.

  • AddressBox cannot automatically tell which excel column should be assigned to which contact field. That is what the next screen is for. Use it to assign the individual columns to parts of the address field as well as to map the remaining columns.

  • Press "OK" and AddressBox will load the excel file into the data source.