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January 2011 Efficiency Newsletter

Technology does not create productive people. We do.

Happy New Year!

Hopefully the mixed economic signals ending 2010 will stabilize and lead to steady growth throughout 2011.

2010 was a good year for SET as we continued to help clients improve their brand by making their documents beautiful while becoming more productive in the process. If you or anyone you know spends a large amount of time using Microsoft Office to develop documents; we would love the opportunity to help. Give us a shout and we will review your document development process and make recommendations that can improve your bottom line.

John Lucke

Tip of the Month

In Outlook, Import Contacts From Excel

In a previous newsletter we showed how Outlook Contacts could be exported to Excel. This can come in handy if you happen to find yourself migrating to a new email server like the SET team did last month. The response was overwhelming and some of our readers asked if we could share how to import contacts back into Outlook from Excel and this month we delivered.

  1. In Excel, make sure that the columns are titled with helpful descriptions.  For this example, we are only importing a name and an email, but you can import any information that can be stored in Excel, such as Phone numbers, Addresses, or even Notes.
    Layout the data in Excel

  2. Select the area containing the information you wish to import and name the range.  Make sure you press enter to complete typing the name.
    Name the range in Excel
  3. If you are using Excel 2007 or later, make sure you save the file using the Excel 97-2003 .xls format.
    Save the Excel file as .xls
  4. Open Microsoft Outlook 2010.
  5. Click on “File” to open the drop-down menu. Click on “Open” on the left side of the screen, then click “Import”.
    Select Import in Outlook
  6. Select “Import from another program or file”, then click “Next”
    Select Import from another program or file in Outlook
  7. Select “Microsoft Excel 97-2003”, then click “Next”.
    Select Microsoft Excel 97-2003 in Outlook
  8. Browse to the Excel file’s location and select “Do not import duplicate items”, then click “Next”.
    Select the Excel file in Outlook
  9. Ensure that the “Contacts” folder which you wish to import to is selected, then click “Next”.
    Select the Contacts folder in Outlook
  10. Click “Map Custom Fields”.
    Choose Map Custom Fields in Outlook
  11. The column headings created in step 1 appear in the left window.  Drag the values from left to right to match the column headings to the correct fields.  Click “OK” when complete.
    Map the custom fields in Outlook
  12. Click “Finish” and the contacts will be imported.
    Import the data in Outlook

If you have an idea for tip of the month or have a question about how you could become more productive while using Microsoft Office then contact us and we will try to help.

Tool of the Month

Convert A PDF to Word

Have you ever had to create a word document from PDF file and spent hours transferring information from the PDF to a Word version? Thanks to David, my Lead Developer, for finding this simple and easy to use application on line that will convert your PDF document to Word for free. Simply open the following site and follow the instructions. The new word file will be emailed to an address of your choosing. (I would suggest using some type of disposable account to reduce SPAM.)

http://www.pdftoword.com/

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