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Importing from Text, MS Excel and Apple Numbers Files

  1. Open the Contacts tab (1 in the picture) of the Source panel.


  2. Choose Text File, MS Excel or Numbers from the pop-up menu (2). If you have ever imported contacts from a text, Excel or Numbers file, its content shows up in the panel. To re-import them, click the Update button (3).

  3. In the standard Open File dialog box, choose the file you are going to import from.

  4. Labels & Addresses opens a grid where you should link the external data with the internal data fields.


    The Contact Data column displays imported information. For each line in the Contact Data column, you should choose the description in the Map To column. Click on a cell under Map To and select one of internal data fields. For example, "First Name" should be selected next to "Peter".

    Normally, the program links the internal data fields with input data correctly and the user only checks this up. Click the Next button to see that other contacts are in order. The Linking Input Data with Internal Data Fields section has detailed description of this dialog.

  5. Click Import.

The next time you select Text File, MS Excel or Numbers from the Source pop-up menu, the Contacts tab will display the list of previously imported contacts saved to the cache. To update the cache, click the Update button (3).

Note: To import data from a text file it should be in the plain text format. To convert a *.rtf file (Rich Text Format) to plain text, open it in choose Format > Make Plain Text and then File > Save As. Labels & Addresses accepts tab- and comma-delimited text files. This means that the information such as first name, last name, etc. is separated by commas or the tabulation symbol. Databases can usually save information with such formatting.

If the ZIP code imported from Numbers has incorrect format (1.2345E+4 instead of 12345), correct the format in the original spreadsheet. In Numbers, select the column containing ZIP codes. Then in the Cells tab of the Inspector, choose "Text" in the Cell Format pop-up menu.


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