Outlook – Recreating groups from Lotus Notes to Outlook

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***  If you prefer screenshots along with the instructions please download ***

Recreate Personal Groups from Lotus Notes to Outlook PDF

 

1. Open your personal group in Lotus Notes
2. Hold down the Ctrl key and press the A key. This will select all email addresses as shown above
3. Hold down the Ctrl key and press the C key. This will copy all the highlighted names.

 

4. Open a new blank Excel worksheet
5. Click on the first cell A1
6. Hold down the Ctrl key and press the V key. This will paste all the names copied from your group as shown above

7. Click on the Data ribbon menu at the top
8. Click on Text to Columns

9. If emails are in the form Firstname.Lastname@uss.salvationarmy.org as above
a. Check the Other box under the Delimiters section
b. Type @ in the box
c. You will see a preview of the results in the window at the bottom
10. Click Next

 

11. Check General for the Column data format section
12. Click Finish

13. You will now see the firstname.lastname in Column A.
14. Click on A to highlight all the names
15. Hold down the Ctrl key and press the C key. This will copy all the names in column A.

16. If the names are firstname lastname/uss/sarmy (or similar context with “/”) as above then you need to use “/” as the delimiter in Excel instead of “@”
17. Copy the names in the group within Lotus Notes
a. Hold down the Ctrl key and press the A key. This will select all email addresses as shown above
b. Hold down the Ctrl key and press the C key. This will copy all the highlighted names.

18. Open a new blank Excel worksheet
19. Click on the first cell A1
20. Hold down the Ctrl key and press the V key. This will paste all the names copied from your group as shown above

21. Click on the data menu and Text to Columns
22. Choose delimited
23. Click next

24. Check Other and type “/”. Verify the names are separated in the Data Preview window.
25. Click finish

26. Click the A column to highlight all the names
27. Hold down the Ctrl key and press the C key. This will copy all the names in column A.

 

28. Open Outlook and Click on People in the bottom left corner
29. Click on New Contact Group near the top

30. Click on Add Members on the ribbon near the top
31. Click on From Address Book

32. Click on the field at the bottom next to Members
33. Hold down the Ctrl key and press the V key. This will paste all the names copied from column A in the Excel spreadsheet
34. Click OK or press the Enter key

 

35. If Outlook does not recognize a name you will see the above window pop up. Notice it states that “Outlook does not recognize “firstname.lastname”

Note: If you click Cancel you will see the following. Notice that some of the names are still in the firstname.lastname format instead of Firstname Lastname format. These names were not found by Outlook.

36. Click Show More Names…

37. You will see the above window come up. Click on the Address Book field and choose Global Address List.
38. Click Go next to the search box
39. If you do not get the name you want then change the Address Book field to USS Address Book
40. In the above instance neither address book can find “bobbie.westmoreland”.

41. Try searching by just the last name as shown above(or the first name). Outlook finds Bobby Westmoreland.
42. If you do not find it in one address book, try another.

43. Follow steps 23 – 30 until all the names are found and there are no more names listed as firstname.lastname and show as Firstname Lastname. In the above instance Outlook did not recognize james.deuel. Changed the Address Book to Global Address List and Outlook found James Deuel.

44. Once all the names are recognized by Outlook you will see the list of names in the New Contact Group as above.

45. Click Save and Close