Using Notes in Other Applications

Outlook 2007 notes are great when you need to create electronic "sticky" notes as a reminder of things to do in a document or project or of messages to send out. However, you are limited in how you can store information in notes and how you can use that information in other documents.

One way to reuse the information you placed in notes is to export the Notes folder and use that file in another application. Suppose that you have several notes that you want to archive and then remove from the Notes folder. Simply export the Notes folder to a tab-separated file and open the file in Word 2007, creating a document that contains the information.

Here’s how to export the file:

  1. In Outlook 2007, click File and then Import And Export to open the Import And Export Wizard.

  2. Select Export To A File, and then click Next.

  3. Select Tab-Separated Values (Windows), and then click Next.

  4. Select the folder from which to export data. In this case, select the Notes folder or another folder that includes Outlook 2007 notes. Click Next.

  5. Specify the folder and type a name for the export file. You can click Browse to browse to a folder and then click OK to select that folder. When you do this, the file is given a TXT extension to denote a text file (which you can open in Word 2007). Click Next.

  6. In the Export To A File dialog box, click Map Custom Fields. In this dialog box, you can add or remove field items, modifying the way Outlook 2007 note items are saved in the new imported file. For example, you might want to remove the Note Color field (just drag and drop it out of the To: list of fields) because this field exports as a numeric value. When you finish verifying or modifying the field mappings, click OK.

  7. Click Finish to begin the export process.

Open the file in Word 2007 to see how the Notes file is displayed. In the example shown in Figure 37-13, the tab-separated items are converted from text to a table using the Word 2007 table feature.

Your notes can be viewed in other Microsoft Office system applications, such as Word 2007.

Figure 37-13. Your notes can be viewed in other Microsoft Office system applications, such as Word 2007.

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