How to Export Exchange GAL via Outlook to an Access 2007 Database
I've found that it isn't an entirely straightforward or well-known process to export an Exchange GAL (Global Address List) to a useable database. Regardless of the reasons you may have for doing this, it can be handy tool for things like backups and conversions. Luckily Access has a built-in function for performing this data extraction into a simple DB, which you could then save in Access, Excel or even a CSV file.
- Make sure Outlook is open and connected, as Access will need to utilize its MAPI connection to extract the data.
- Open Access and create a new blank database
- Select the "External Data" ribbon
- In the "Import" section click more, then select "Outlook Folder"
- From the popup dialog, leave it on the first choice of "Import the source data into a new table in the current database" and click "OK"
- Open "+ Address Books"
- Select the Address book you wish to import into Access, in this case "Global Address List"
- Click "Next", then you may have to wait for a period of time depending on the speed of your connection and Exchange server
- In the next set of dialog you can change the field titles if necessary, but the default ones should be correct
- Click "Next" twice to get to the final dialog
- Here you can name the table to import the data into in your new Access database, the default is "Global Address List"
- Click "Finish" and the import may take a bit to run depending on the same speed and size criteria as the steps previous to this
- Once completed, you should have a single table with all of the information in your organization's GAL, each preson or resource being a record, and the fields being their various information details.