„IMI Contact Exporter for Microsoft Office Outlook”   is an application allowing you to export your contacts from Microsoft Office Outlook to a file used by other programs or to other applications such as Microsoft Office Excel, Microsoft Office Access.

The supported formats are:

• CSV - comma-separated values - Each Contact is one line of the text file. Each field value of a Contact is separated from the next by a character - typically a comma.
• XML - Extensible Markup Language – Each Contact is stored as logical element. XML is a text file divided into markups and content.
• Microsoft Office Excel – Each Contact is stored as Office Excel row.  Each field value of a Contact is stored into separated cell.
• SQL script - a text file that can contain a combination of Data Definition Language commands,  statements,  and scripting variables. 
• HTML – Hyper Text Markup Language file, where exported Contacts are represented as a table. Each Contact stored as table row.
• Microsoft Office Access – exported Contacts are stored as Microsoft Office Access Table. Each Contact is stored as row.  Each field value of a Contact is stored into separated column. 

"IM Contact Exporter for Microsoft Office Outlook" provides the unique opportunity  to restrict the exported data and define your own filter. For example, you can export only those contacts where Department stands for Accounting, or Company stands for ‘ABC’

The most remarkable feature of "IMI Contact Exporter for Microsoft Office Outlook" which makes it different from the other applications of that kind or the included in "Microsoft Office Outlook" export options is the unique opportunity to export also contacts found in Exchange Server Public Folders. For example, export of Public Contacts.

Getting started and first steps 

When you start „IMI Contact Exporter for Microsoft Office Outlook”, in case that you have more than one Outlook profiles, select the one you prefer. 

After you have selected click on the “Log On” button.  

Figure 1

 

Select the folder with the contacts you want to export.  You can sort the end result by Display name or E-mail address. Just click on Column header.

 

Figure 2

Select the Next button so that you get the desired format of the exported file.

Figure 3

 

Choose the format of the file to which you are going  to export your contacts.

Figure 4

Depending on the format you have chosen you can define additional formatting values. They are available for:

• CSV
• XML
• HTML

Figure 5

Available fields:

• DateTime Format - A date and time format string defines the text representation of a DateTime value. For example, the Birthday field for a given contact is from DateTime type.
• Boolean True/False – how to define Boolean values in the exported file. For example, the field “Private” for a given contact is from Boolean type.
• Float Format – how to define digital values containing a decimal point in the exported file.
• Currency Format – how to define Currency values in the exported file.  For example, the additional field Salary is from Currency type.
• Null string – how to define values from the fields without an assumptive value.

Apart from the above mentioned formatting fields, each of the exported formats can have additional formatting options:

1.       CSV Options

Figure 6

• Quote string - When we use literal strings we use the single quote (‘) character to indicate the beginning and ending of a string for some field (in case when delimiter is space). For example – ‘this is a string’ ‘this is second string’
• Comma – default delimiter between the fields in the exported file
• Multi-Value delimiter – certain properties contain more than one row. For example, the field Children. In order to separate each value and reorder the fields into one, you should choose Multi-Value delimiter or use the default one – pipe

 

2.       SQL Options

Figure 7

 

• Table Name – The name of SQL table
• Add “Create Table statement” – in the title section it adds the following SQL text in the exported file CREATE TABLE [TableName] (TableFieldDefinition);
• Commit Options – some SQL servers provide the opportunity of saving the data at a certain stage of the implementation of the script. This can be done through the Commit SQL instruction. For example, you can save the result every 10 entries – then, for Commit after, you should set the value of 10. If you want to perform the Commit operation after the last entry as well then you should choose Commit after script.

An example of exported file with the following settings:

Figure 8

CREATE TABLE [MyTable] ([DisplayName] char varying(255),[LastName] char varying(255));

COMMIT;

INSERT INTO [MyTable] ([DisplayName],[LastName])  VALUES ('A. Ferreira','Ferreira');

INSERT INTO [MyTable] ([DisplayName],[LastName]) VALUES ('Albert Hajrizaj','Hajrizaj');

COMMIT;

....
INSERT INTO [MyTable] ([DisplayName],[LastName]) VALUES ('WENETU',null);

COMMIT;

3.       XML Options

Figure 9

•  Standalone - The XML standalone element defines the existence of an externally-defined DTD.

It is a value element and stores the data corresponding to the value of the standalone string in the declaration. It is always a child of the XmlDecl element. Valid values for the standalone element are yes and no. An result example is shown below:

<?xml version="1.0" encoding="UTF-8" standalone="no"?>

<!DOCTYPE s1 PUBLIC "http://www.imibo.com/example.dtd" "example.dtd">

<s1>.........</s1>

·   ADO Friendly – the generated exported file, can be next imported in any application supporting  ADO (Active Data Objects), such as Microsoft SQL Server 2005 and above, Microsoft Access 2000 and above, etc..

  

4.       HTML Options

Figure 10

·         You can define the font (name and size) of the text as well as the color used in the cells. Title of the HTML page

Figure 11

• You can define the font (name and size)of the text
• Background image

 

5.       Microsoft Access & Office Excel Options

Figure 12

• Define the name of the table in Microsoft Access (Worksheet in Microsoft Excel)

 

Select the Next button in order to indicate the fields (Properties) for export

Figure 13

 

Selection of columns for export

Figure 14

  The left part of the form contains a list of the available properties (columns) which can be included in the exported file. Using the Add/Remove buttons you can include/exclude Contact properties. Function of the following buttons:

• Default – adds columns by default
• All – adds all available columns
• Clear – deletes all available columns

You have to select at least one column for export in order to activate the Export button

Restriction of the exported result (define a filter)

You can decide which contacts to be added in the exported file. For that purpose you should click on the „Content Restrictions” button.

Figure 15

A new window (Tool window form) will be opened  

Figure 16

You can select up to 4 fields according to which you can restrict the exported result. Using Union type – And/Or, you can determine the relation between the fields. If you select And, as shown in the figure above, the exported file will contain only those contacts where Company equals ABC, City is Arlington  and State is VA, i.e  all the three conditions are fulfilled. If you select the Or option under Union type, then the exported file will contain contacts, where at least one of the conditions above is fulfilled.

The value of each restrictive field can be defined in the following way- “Is Equal”, “Contains”, “Starts with”.  In the case of “Is Equal”, the result will be restricted up to those contacts where the field equals the defined value. In the case of “Contains” those contacts, which somewhere in the indicated field contain the restrictive text, will be added. For example, if the restrictive text is ada, then the results will contain the contacts where the field is Canada, Nevada, etc.

 

In order to check and apply the filter you have defined you should click on the “Verify and Apply” button.

  

Figure 17 – Example for filter