How To Move Your Mail List Contacts from FirstClass to...

How To Move Your Mail List Contacts from FirstClass to Outlook
• This document will show you how to copy some of your Mail Lists (i.e. a list of people or
email addresses saved as a contact, such as “All Staff” or “Chess Club” or “All Parents”)
from FirstClass to Outlook.
• Exporting your individual contacts (that is, any contacts that are just one person or
email address) out of FirstClass, using the Export feature of FirstClass and the Import
Feature of Outlook 2010 or Outlook 2011, is covered in a separate document (How To
Move your Individual Contacts from FirstClass to Outlook.pdf). You should do that
first, before you move over your mail lists.
• Important: If you have Firstclass personal mailing lists that contain only staff, these must
be recreated manually in Outlook as it is too complicated to import it into Outlook. This
document will only cover the import procedure of those mailing lists that only contain
addresses of internet format such as [email protected], [email protected], etc.
1. In FirstClass, open up your
Contacts folder
2. In most peoples’ mailboxes,
they will have “individual
contacts” (as exemplified by
“A” in the diagram as well as
“Contact Lists” (as exemplified
by “B” in the diagram).
Again, this document explains
how to move over your Contact
Lists. Moving over your
Individual Contacts should be
done before moving your
Contact Lists, in a separate
process (which is explained in
a different document).
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How to Move Your Mail Lists from FirstClass Contacts to OWA Contacts.docx
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Suppose you have a Mail List in FirstClass, one in which NONE of the members
have FirstClass Accounts (e.g. members from outside organizations, Hotmail,
Gmail, Shaw, Telus, Yahoo etc.). Moving this sort of contact list to OWA is very
easy.
1. Suppose you have a mail
list consisting of Nobel
Laureates, none of whom
are on FirstClass.
3. The first step is to
highlight the Mail
Group (right-click
on it, then choose
“Summarize Selected”)
(Note: if you were
using a Macintosh
computer with only
one mouse button,
you would hold
down the “Ctrl”
button and then
click with the
mouse.)
4. Highlight just the
names you want to
copy (by dragging with
your mouse). You will
see them highlighted in
blue. Notice the first
name is on the line that
starts with “Members:”
Don’t miss it.
5. Then, copy to your
clipboard (by pressing
Ctrl+C) or choosing
Copy from the Edit
menu.
Revised: October 27, 2011
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5. Back in OWA, create
a new mail group.
Choose “Group” from
the “New” dropdown
list.
6. Give the new group a
name (e.g. in this
case, “Nobel Laureates”.
7. Paste the names into
the Members box (#1)
(by pressing Ctrl+C).
8. Then click “Add to
Group” (#2) by clicking
the Add to Group
hyperlink on the right.
9. Voila – all the names
will be added to your
“Nobel Laureates”
Group. If you are happy
with this, click Save
and Close.
10. You can also add
new members by typing
into the Members…
box.
Revised: October 27, 2011
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11. You can remove a member
from a Group by selecting the
Name and clicking the
from the lower right.
What if you have a personal mail list in FirstClass that has a Combination of people
with FirstClass accounts as well as people who are using other email providers
(Gmail, Hotmail, Shaw, etc.)?
This can still be done, using the same methods described above. However, you will need to
separate the two different types of accounts (FirstClass vs. anything else) and paste only the
internet addresses into the Outlook group. Then you must add the local accounts into that same
group manually.
Example: Group Name = Green Team
[email protected]
Debbie Sansome – SBO
Jane Doe – DPE
[email protected]
[email protected]
John Friday – LSS
The above example shows a small list however if you had a large list with mixed names, you
would separate the local accounts from the internet accounts using an editor like Word or
notepad. Then in the steps described above, import only the internet names. Then add the local
names manually.
This concludes this instruction.
Note for savvy users: If you have a large Firstclass list of local names and want to import it into
Outlook, you must copy these names using the copy method described above. Then edit this list in
notepad, Word or Excel. Remove the suffix that contains the hyphen and school name/code and all
spaces after the surname. Leave only the first and last name. Then you can import this list into Outlook
using the remaining steps described above. For e.g. “Jane Doe – DPE” must be just “Jane Doe”, “Mary
Brown – Gordon Greenwood, RBE” must be just “Mary Brown”. You may have to put a semi-colon after
each name so in the end the list may look like this:
Jane Doe;
Mary Brown;
John Friday;
If while importing them into Outlook, you get an error of ‘name not found’, it means that one or more of
the names were not found in Outlook. Remove those names and manually type them into the group.
Remember sd35 names already exist in Outlook so if you type it correctly Outlook will find it.
Revised: October 27, 2011
How to Move Your Mail Lists from FirstClass Contacts to OWA Contacts.docx
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