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
Do you happen to know where we can map “contacts field” in teh Outlook contacts card. Cand seem to find it in teh mapping list
What version of Outlook are you using and what do you want to map to this field? Normally the Contacts field is used to contain links to other Outlook contact records so not sure it will work in this application. Misty