Capsule

How do I import my contacts into Capsule?

Yes, you can import contacts into Capsule in either vCard or CSV format.

Instructions are available for the following sources of data:

• for Outlook
• for Gmail
• for Apple Mail
• for Thunderbird
• for LinkedIn
• for Act!
• for a Spreadsheet or other CSV file

How do I import a single contact into Capsule?

You follow the instructions above How do I import my contacts into Capsule?, or key the information directly into Capsule by clicking Add new... > Person.

How do I undo an import?

Capsule allows you to create a list of all contacts loaded in the last import, which you then bulk delete:

• click on People and Organizations > List
• select Last Imported from the System Lists



• click on Delete Contacts.



Note: Delete cannot be undone. Once you save delete, your list of contacts cannot be restored.

Can I update existing contacts when I import into Capsule?

Capsule's import function does allow you to update existing contacts. If you attempt to import a name that already exists in Capsule, the import function will automatically recommend 'ignore'. If you select 'import', Capsule will create a second contact record:

If you have only a few existing contacts you want to update, during the import you can select 'accept' to create a duplicate contact and then manually merge the duplicate after the import is complete.

How can I prevent duplicate contacts being imported into Capsule?

Capsule will attempt to match all contacts that have the same name, and these will be shown as 'ignore'. You select 'import' if you want a duplicate or second record.

How do I get Capsule to import addresses or other data with the organization rather than person?

You may want to load specific information to an organization rather than each person so it is in one place and easy to maintain.

If you're using the CSV file load facility you can target specific contact details to be loaded onto the organization and the person records. For example, you can set up your file to import the address to the organization and the email addresses to each person like this:

Note: You need to import the organization first so Capsule can then automatically link each person to the organization.

How do I import contact notes into Capsule?

When importing your contacts using the CSV file load process you can also import notes. There are two options in the Assigned Field on the CSV mapping screen:

• Add as Note to History
  this will add one note from a single cell into the history of the contact.
• Add history to contact
  this will add many notes from a single cell into the history of the contact. You need to use the format where each note is separated by === NOTE ===, a line break, optionally the date the note was created in YYYY-MM-DD, a line break, then the content of the note:

When I import a CSV file, why do question marks or strange characters appear in my contact details?

Capsule assumes that CSV files are in UTF-8 format which allows you to store detail about your contacts using characters from most of the world's languages. However some applications save files in a format specific to your location.

You can convert most of these files to UTF-8 format using a simple text editor. On Windows you can use Notepad, and on Mac OS X you can use TextEdit:

• Open the CSV file in your text editor
• Select 'Save As'... from the file menu
• On the Save dialog box select Unicode (UTF-8) from the text encoding menu

How do I export contacts?

To export a single contact from Capsule, you select the Contact by clicking Actions for this Person > Export as vCard

To export a list of contacts from Capsule, go to People and Organizations > List and to create the list to be exported. You can then either Export to CSV or Export to vCard.

The export excludes notes, files and emails held against the contacts.