We recommend that instead of E-txt Desktop you use our SaaS application, Message Manager. Simply login to our User Portal and select Applications - Message Manager.
If there are contact details stored on your computer from previous projects, they can be easily transferred to your e-txt™ general contacts list. There are 2 ways to do your initial import.
Importing from Outlook
Click ‘File’ and select ‘Import’ to open the box below. Select MS Outlook and click next. It will import from the route directory of your Outlook program.
Importing from Excel or CSV
CSV means Comma Separated Values. It is a widely used standard for transferring information from one format to another. If your data is in any other database, it will translate to either CSV or Excel.
There are several methods of importing, but you are likely to view something like this:
1) Mobile Numbers
For the import to work, all the numbers you import must be in the same format. The mobile numbers above are formatted in different ways.
•The 1st is in “International Format” meaning just numbers with 44 in front of the number, and no leading ‘0’. This is accepted by e-txt™
•The 2nd is in ‘exponential format’ which will not work. Sometimes the column is too narrow, sometimes the actual phone number has been lost and it is only storing the info seen in the view above. Expand the width of the column to check if all the data is actually still there. If not, right click on the column letter and select ‘Format Cells’ > Number and remove the decimal place.
•You MUST make the number look like a number before trying to import it
•The 3rd Number is a mobile number written as an integer number. Excel has removed the leading ‘0’ because it assumes it is not required. WARNING – e-txt™ will accept numbers in this format because it will assume it is an international Russian number! Add 44 to the start of the number to make it UK format.
•The 4th line is formatted as a conventional UK number with a gap. e-txt™ will automatically remove the gap for you.
•The last line is a UK mobile number, in a cell that has been formatted as Text. This is accepted by e-txt™.
Several formats work for mobile numbers, but you MUST ensure all numbers are EITHER International (beginning with 44 in UK) or UK (starting 07). If you can format your numbers internationally as below, it will be easier later on.
If you are not in the UK you will need your numbers to be in International format. If they are not, follow this procedure in Excel to get a list into this format:
•Remove leading ‘0’s by formatting the mobile column as a number
•In the next column along write “ @concatenate(“353”,B3) ” without the speech marks outside, and where B3 is the cell with the mobile number
•Copy the formula down your list e.g. by covering all Cells and doing Ctrl D
•Copy the whole column into the next free column BUT instead of using Paste, use Paste Special / Values
•Delete the first 2 mobile columns, leaving just the internationally formatted one, with a title on top
•Your numbers are now in international format
Whether you started with an Excel or CSV file, it is best to save it as an Excel File
You will see from looking in e-txt™ that you can use a range of different fields, including time, date and custom fields. Format them in the way you want them to appear in your contacts list.
•If you want to record and remind people of Birthdays, it is best to store the date in a way which is easy to index, and without the year of birth in that field. For example, ‘08 23’ for 23rd August.
•It does not matter if the information you want to store does not line up exactly with the headings in e-txt™, you can:
oMap headings in your import data to the headings in e-txt™ to make up for differences like ‘surname’ and ‘lastname’ (See Importing Your Data below)
oRename custom fields as you wish.
3)Importing Your Data
•Select General Contacts from the e-txt™ tree control on the left side of the display.
•Go to File->Import Contacts, choose CSV or Excel (depending on the type of file you importing), and click Browse to find the file (probably saved in My Documents). Click Next.
•If your data file contains column headings, tick the box Treat First Row As Header (see below). If your data does not contain headings do not tick the box; e-txt™ will add the headings Col1, Col2… to your file. Click Next.
•Click Next to decide whether to add to a group (existing or new) such as “Management Staff” or “Bank Holiday Promotion”, or just to enter into main contacts. (To understand groups, see How to work with groups)
4)Possible Errors Importing Numbers
After you click Next again, e-txt™ checks your numbers for validity. This is an important screen to get right, but e-txt™ helps you through it!
•The third ‘action’ specifies the format of the number being imported - either International Format or UK/India/USA. You should not mix different formats on one import session.
•Numbers above have been rejected as international if they have a leading ‘0’
•e-txt™ has not rejected Imelda’s number because it thinks ‘77’ is a valid Russian number. It is a UK number without a leading ‘0’, and could be imported as a Russian number, which would not be very helpful.
Now look at the same screen if numbers are treated as UK Format
•e-txt™ has rejected Imelda because she does not have a leading ‘0’
•A ‘0’ needs to be added at the start of her number, or her record will not be imported
•It has not rejected Fred, even though his number is International format. e-txt™ can recognise and work with international format even in a ‘UK’ import.
5)Other possible errors
The first 2 questions in this window are in the Action section
•Duplicate records: If a mobile number is already in e-txt™, do you wish to overwrite the associated contact information with the newly imported data?
•e-txt checks for duplicates to existing numbers (names highlighted in blue above). The mobile number is the unique identifier in e-txt™ for each contact, so with a duplicate, it will either update or skip the record depending on your answer.
•Truncate data: If the address is too long for e-txt™ to handle, do you wish to import as much of the address as possible or skip it completely? If text is too long it will be highlighted in red.
Next Click Finish and the database will be updated.