1. Select the Tools menu.
2. Open the Address Book menu
3. Choose Import.
4. Browse to the phone book file you wish to import.
5. The Position Mapping window will appear.
6. Map the fields from the imported database to a field in the Phone Book. If the Fill with default button is pressed, the default mapping settings will be used. If you decided to fill the map fields manually, select the first database field under Fields of the first record and press the left arrow, which maps to the Name field. Select the second database field under Fields of the first record and press the left arrow, which maps to the Company field. Select the third database field under Fields of the first record and press the left arrow, which maps to the Fax number field.
Position mapping also allows one to combine several fields in to a single field. For example, in some contact manager applications the last and the first name are separate fields. You can merge them together by selecting first name “James” and clicking on the left arrow, which maps to the Name field. Also select “Brown” as the Last name and click on the left arrow, which also maps to the Name field. This way you can merge two fields into the Name field.
Mapping also allows you to combine several fields into a single field with Merge strings. The merge string will be inserted between two fields. For example, fax numbers are stored as 6724122, but you need to insert “9,” in front of every fax number to get an outside line on a PBX system. The “9,” should be placed in the first Merge strings field.
7. Select the import option for Invalid fax numbers. If you choose the Stop on invalid fax numbers to correct them option, the import process will be stopped every time the imported fax number is not valid. You can correct the invalid fax number manually.
If you choose the Save wrong records to the IMPORT.LOG file option, the import process will not be stopped and the incorrect records (lines that contain invalid fax numbers) will be saved to the IMPORT.LOG file.
8. You can add every imported record directly to a group by completing the Add records to group combo box. You can do this two different ways: 1) Select an existing group name from the drop down list. 2) Type a new group name manually. If this combo box is empty, the records will not be attached to any group.