Import from Outlook
We recommend that you contact SuperOffice Support to back up the SuperOffice database before you import large amounts of data.
A. Import companies/contacts from Outlook
Open the Import screen by clicking the Import button in the Navigator ( ).
Click the Outlook icon ( ) under Select an import source. Outlook will open and a dialog is displayed while the export from Outlook is in progress.
Is an error message displayed?
You must install and configure SuperOffice WebTools to import companies from Outlook. In SuperOffice CRM, go to File > Download > SuperOffice WebTools. Contact user support if you experience problems.
The companies/contacts from Outlook will not be imported into the SuperOffice database yet. SuperOffice will only upload the company/contact list from Outlook, so that you can specify the import settings.
When the import from Outlook is finished, the companies/contacts are displayed in the Import screen.
B. Adjust the import
By default, all the columns with companies/contacts from the email application concerned (Outlook or Gmail) are linked to a SuperOffice field, but if you wish you can:
- Click a column heading and edit the SuperOffice field that the data in the column should be imported to.
- Click a column heading and select (None selected) if you do not wish to import the data in the column.
Click Configure import settings and adjust the import settings.
In the Consent comment field, enter a comment about why you are registering these contacts in SuperOffice (purpose) and how/where you obtained their consent.
Click Next. The Preview import window will appear.
In Preview import you can browse through the import data before the import begins.
Icon Description The company does not exist and will be added. The company already exists and will be updated. The contact does not exist and will be added. The contact already exists and will be updated. empty No updating.
Many contacts are shown without an icon. Does this mean they will not be imported?
Rows without icons are not imported. If you see that many contacts are not being imported, this may be because they are not linked to a company. In that case, you can do one of the following:
If the contact is actually linked to a company, you return to the import source (Gmail, Outlook or Excel) and specify a company for the contact. Then start the import afresh.
If the contact is not linked to a company, but should be registered under their own name in SuperOffice, set up the person as a company:
- Click Previous and Configure import settings.
- Click the If no company name list under Contact.
- Select Create company using contact name.
- Click Save.
- Click Next, and check that the New company icon icon is displayed next to the contact. The person is registered as a company in SuperOffice CRM with themselves as the only contact.
C. Complete the import
When the import finishes, two lists are displayed:
- New companies and contacts that were imported.
- Existing companies and contacts that were changed as a result of the import.
Above each list is a link to the selection with the new/changed companies/contacts.
If you have imported new companies/contacts and there are problems with the imported data, you can open this selection in SuperOffice CRM and delete the new companies/contacts.