How to Export Exchange GAL via Outlook to an Access 2007 Database

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.

 

Pre-requisites:

 

Steps:

  1. Make sure Outlook is open and connected, as Access will need to utilize its MAPI connection to extract the data.
  2. Open Access and create a new blank database
  3. Select the "External Data" ribbon
  4. In the "Import" section click more, then select "Outlook Folder"
  5. 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"
  6. Open "+ Address Books"
  7. Select the Address book you wish to import into Access, in this case "Global Address List"
  8. Click "Next", then you may have to wait for a period of time depending on the speed of your connection and Exchange server
  9. In the next set of dialog you can change the field titles if necessary, but the default ones should be correct
  10. Click "Next" twice to get to the final dialog
  11. Here you can name the table to import the data into in your new Access database, the default is "Global Address List"
  12. 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
  13. 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.