1. From Excel to Outlook: creating a distribution list via Blackboard.
James McCalip
The Academy
October 24, 2006

2. 1. Click on Tool
2. Click on Shared Workbook
Not Shared workspace

3. Click in box to activate
Click okay

4. Save on the DESKTOP
or in a folder where you can
Easily locate the file
Name the worksheet with a significant name

5. The categories of information you want go into the first row.

6. Populate the names box so each student has a distinct line.
A cut and paste from Gradespeed or Blackboard will do.

7. Click on Control Panel

8. Click on Assignments

9. Click on drop down arrow then
Click Assignments
Click on Go button

10. Name assignment
Add instructions

11. Click Browse button

12. Select excel file
You may have to
scroll to find the file
File name will appear here

13. Make sure the assignment is available
And then click submit

14. Click on Gradebook

15. Click on the title of the assignment

16. Click on item download

17. Click Select All at top or check
Individual boxes then click Submit

18. Click Download assignments now.

19. Put file into folder with original excel spreadsheet
Click SAVE
Put file into folder with original excel spreadsheet

20. Open original excel
On Tools menu, click Compare and Merge Workbooks

22. Select Files to Merge into Current Workbook by holdind down CTRL or SHIFT and click the file names, and then click OK.

23. New Data will populate automatically

24. Review: merge the workbooks
Make sure the copies of the shared workbook that you want to merge are all stored in the same folder as your original. To do this, you must give each copy a different name.
Open the copy into which you want to merge changes.
On the Tools menu, click Compare and Merge Workbooks. If prompted, save the workbook.
In the Select Files to Merge into Current Workbook dialog box, click a copy that has changes to be merged, and then click OK. To merge more than one copy at the same time, hold down CTRL or SHIFT and click the file names, and then click OK.

25. Save merged file as a CSV file
Confirm that the file has only the headers you need and data (i.e. there is nothing above the column labels to throw off the data transfer sequence)

26. Click Save As, name the file, from
the Save as type select CSV.

27. Now on to creating a distribution list
Open Outlook
> Contacts
> File > Import and Export

29. If Import from another program is highlighted Click Next

30. Select Comma Separated Values (Windows), Next

31. Browse and chose the file with your data.
Select the appropriate button when updating.

32. Select contacts and then next

33. Click on Custom Map fields

34. Open up Name field, drag First name
from Value box into Mapped column.
Continue to drag over the values you
want to the appropriate field. Then
Click OK.

35. You will be returned to this box, Click finished

36. Now click the drop down triangle by
the New box and select distribution list

37. Name the list then click on select Members

38. You will now open your merged file,
highlight the addresses and
paste them into the Members box
Click OK.

39. Now you can see who is in your distribution list.
Verify that you have everyone you want, close
list and you’re ready to send s.