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Service Hints & Tips

Document ID: EMON-3M3LP3

IBM WorkPad - Tips on importing files into the WorkPad's address book

Applicable to: United States

When encountering difficulty importing files into the WorkPad Address Book, Follow the below listed procedure

1. Ensure that the files being imported are in one the acceptable formats: CSV (Comma-Separated Values) or TAB (Tab Delimited or TSV, Tab Separated Values). If they files are not, return to the source program, employ the "Save As," "Export" or "Extract" command to save the file into one of the acceptable formats.

Note: That older programs may not have the "Save As" option, and the saved file will be in an acceptable file format, but not with one of the typical file extensions. If this occurs, the file should be renamed and given one of the accepted file extensions.

Note Also: That WorkPad Desktop will assign category data to imported records according to the category selected when the import takes place. For example, if you are importing personal address book entries, you want to be sure to have the "Personal" category selected when you import the data. If "All" or the "Unfiled" category is selected, then imported
records will also be of the "Unfiled" category.

2. You can double check # 1 by opening the file in a spreadsheet program such as Excel. If the data fields line up neatly in columns, then you should have little difficulty importing the data into WorkPad. If you notice data irregularities (e.g. long notes disrupting proper record placement), then you need to correct for these irregularities before attempting your import. Cutting and pasting can usually "homogenize" even highly irregular files. If cutting and pasting appears too daunting a task, your source file was probably not saved in an optimal format. Return to your source program and save the file in a different format.

3. To simplify matching fields between the source file and WorkPad Desktop, it is useful to create a first record with the name of each field. Simply have the top row of your Excel worksheet hold the name of the field pertaining to that column (e.g. LastName, FirstName, Company, Title, Street Address...). When you go to import fields into WorkPad, and you are given the opportunity to map fields, you can just use the first record to match the fields up with the names used by WorkPad's Address Book. Following your import, you can delete this additional record. If you choose not to create such a record, ensure that at least one record in your file contains data for every data field in the file. Use that record if you need to map fields when importing.

4. When you are through manipulating the import file in Excel, employ the "Save As" command to save the file as one of the standard file formats. CSV file importing is particularly recommended.

5. WorkPad should have no difficulty importing a neatly ordered Excel file that has been saved as CSV or TAB. After selecting the file in the Import dialog box as described in the desktop manual on page 26, match the fields to those of the WorkPad Address Book. Use the first record with field names if you created one. If no similar record exists, use a record with an entry for each field, to simplify the match-up process. Once the data is successfully imported, do not forget to delete the extra record that you created.

6. If you anticipate the need to repeatedly import data from the same source program (weekly imports from a corporate PIM, for example), you may want to create a custom template so that field mapping is done automatically. See Creating Custom Import Templates .

To Import Act! Files

The following information was supplied by a customer to assist WorkPad users importing Act! databases into WorkPad Desktop.

1. Act! saves contact information in two separate First Name/Last Name fields that are normally hidden in Act!: field numbers 65 and 66.

2. To use these separate fields to import into WorkPad: In Act! use FILE, SAVE AS, Select Contacts -- Active Contact, Lookup or Group, OK, name your export file, "Save as File Type" choose "Delimited," OK, choose the delimiter -- comma or tab, and --here's the important part: mark "Export Secondary Fields," OK. Act! then exports and saves the data with the two hidden First Name/Last Name fields.

3. You can then import the newly exported and saved database in WorkPad Desktop. The separate First Name/Last Name fields will be at the very bottom of the Act! map.

In reverse, this procedure will work for exporting data from WorkPad Desktop into Act!

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