Best Practices for Using Microsoft Outlook from a Sales Perspective
How to Map Outlook Contact Fields
The list below shows all Microsoft Outlook fields available to import data into. I have also listed data type and a short explination for some of the ones you may not have seen before:
Name Fields:
- Title (Mr. Mrs. , etc, not job title which has its own field)
- First name
- Middle Name
- Last Name
- Suffix (MD, Phd, CPA, etc.)
Business Address Fields:
- Business Street
- Business Street 2*
- Business Street 3*
- Business City
- Business State
- Business Postal Code
- Business Country
Home Address Fields:
- Home Street
- Home Street 2*
- Home Street 3*
- Home City
- Home State
- Home Postal Code
- Home Country
Other Address Fields:
- Other Street
- Other Street 2*
- Other Street 3*
- Other City
- Other State
- Other Postal Code
- Other Country
* 2nd and 3rd street fields import into one field, but they will be separated by a carriage return in the Address block
Telephone Number Fields:
- Assistant’s Phone
- Business Fax
- Business Phone
- Business Phone 2
- Callback
- Car Phone
- Company Main Phone
- Home Fax
- Home Phone
- Home Phone 2
- ISDN
- Mobile Phone
- Other Fax
- Other Phone
- Pager
- Primary Phone
- Radio Phone
- TTY/TDD Phone
- Telex
E-mail Fields:
- E-mail Address
- E-mail Type
- E-mail Display Name
- E-mail 2 Address
- E-mail 2 Type
- E-mail 2 Display Name
- E-mail 3 Address
- E-mail 3 Type
- E-mail 3 Display Name
Other Fields:
- Account (text field - could be used to hold an account number
- Anniversary
- Assistant’s Name
- Billing Information (free form text field)
- Birthday
- Business Address PO Box
- Categories
- Children
- Company
- Department
- Directory Server (I believe this is a computer name on a network or an IP address)
- Gender
- Government ID Number (e.g. a social security number in the USA)
- Hobby
- Home Address PO Box
- Initials
- Internet Free Busy (an internet address where the contact’s Outlook Calendar free busy information is stored.)
- Job Title
- Keywords (this field shows up in the Mapping chart, but there is no way to find data entered into it after you import so using Categories instead)
- Language (this is a text field that houses an ISO language tag to represent the language used in teh menu e.g. EN-US is used for United States -English - I recommend you stay away from this one unless you are a super-user)
- Location (text field)
- Manager’s name
- Mileage (This is a free-form text field and can be used to store mileage information associated with the item e.g. 100 miles documented for an appointment, contact, or task for purposes of reimbursement)
- Notes
- Office Location (text field that could represent a building number, suite number, etc.)
- Organizational ID Number (text field - could be an employee number)
- Other Address PO Box
- Priority (there is no place on the contact form where you can see this field so even though it is listed, don’t use it)
- Private (mark’s the contact record private so that no one else with access to your mailbox can see it)
- Profession
- Referred By (text field)
- Sensistivity (returns or sets an Outlook constant - options are: olConfidential, olNormal, olPersonal, or olPrivate)
- Spouse
- User 1 (text field)
- User 2 (text field)
- User 3 (text field)
- User 4 (text field)
- Web Page
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