In the past few months, we’ve launched some great new features, ramped up our duplicate matching logic and made removing duplicate contacts a whole lot easier. In case you missed some of our recent updates, here’s a recap of our most exciting announcements:

Save time with Express Scrub or go deep with Deep Scrub.

Let’s face it, removing duplicate contacts is a hassle, and even with Scrubly, to do a thorough job we need a bit of your help to get it done. For those who are a bit cramped for time, or generally impatient, and just want to get the most obvious duplicate contacts removed in a single click, we now offer the option of Express Scrub. For customers who want to take the time to really go deep and get all your contacts in perfect shape, you can choose our Deep Scrub option.

Exchange Server Support for Mac.

This is a big one! Scrubly now supports cleanup of Exchange Server contacts for Mac. This is great news for our Mac users running in an Exchange environment. Just update to the latest Scrubly Mac client and we’ll automatically detect the Exchange server folders inside your Mac Address Book. After scrubbing, your updated contacts will automatically push to Exchange.

Upload Once and Re-Scrub As Often as You Like.

We’ve added a new easy re-scrub option to the Dashboard that allows you to quickly scrub your previously uploaded contacts again. If you’re in a hurry, quickly clean up your contacts with Express Scrub and then come back later when you have more time to run a Deep Scrub.

Completely Re-Designed Conflicts Interface.

Sometimes Scrubly can’t make all the decisions for you automatically, only you know the answers to some of the duplicate conflicts Scrubly finds. Now with our new Conflicts Interface, making quick decisions to create a final clean contact just got a whole lot easier.

Delete Duplicates Inside Individual Contacts.

We’ve added a final step in the cleanup process we call Shining Contacts. This last step will remove duplicate data inside each individual contact. For example, if you have three of the same phone number listed as Work, we’ll now automatically remove these duplicate phone numbers for you. Shining Contacts works to remove duplicate phone numbers, email addresses and physical addresses inside each individual contact.

How has Scrubly helped you? We’d love to hear from you!

Do you have a quote about your experience using Scrubly you’d like to share with us? Please send your quote to support@scrubly.com, and a quick title, like “VP Business Development”, “Mom of 3” or “Social Media Goddess”. Thanks in advance for helping us spread the word to other users just like you who could benefit from having a clean address book.

Thank you so much for your support for Scrubly!

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With Microsoft’s August 2011 update, many of the bugs plaguing Outlook 2011 Sync Services have now been fixed and it is relatively easy to remove duplicate contacts from your Outlook 2011 address book using Scrubly. For more detail on how to set up syncing between Outlook 2011 and Mac Address Book read our blog post How to Sync Outlook 2011 for Mac with Mac Address Book.

If you have not yet installed the most recent Outlook 2011 update, do this first by downloading and installing Outlook 2011 version 14.1.0 SP1 or higher. For the latest Office 2011 for Mac updates go Microsoft Office Update: http://www.microsoft.com/mac/downloads/. Before you install the Office for Mac 2011 14.1 update, make sure that your Mac is running a Mac OS X v10.5.8 or a later version.

How to clean up Mac Address Book contacts using Scrubly:

(1) Sign up for an account at Scrubly

(2) Download and install the Scrubly Mac client

(3) Run Scrubly on your Mac and login using your username and password

(4) Upload your Mac Address Book contacts to Scrubly for processing

(5) Follow the steps to clean up your Address Book contacts

(6) Download your newly cleaned contacts from Scrubly to Mac Address Book

Now, your Mac Address Book contacts are clean and duplicate free.

How to Sync contacts between Mac Address Book and Outlook 2011 for Mac

Now that your Address Book contacts are duplicate free, you now can sync these contacts with Outlook 2011. First make sure you have updated Outlook for Mac 2011 to the latest version 14.1.0 SP1 or higher.

(1) On your Mac, open iSync and go to “Preferences”. For Mac Lion OS 10.7 users, skip to Step 4 as iSync is no longer integrated into Lion OS.

(2) Check first option “Enable syncing on this computer”.

(3) Click “Reset sync history” button

(4) Open Outlook 2011

(5) Go to Outlook 2011 “Preferences”

(6) Click on “Sync Services”

(7) Check the Contacts option

(8) Select the Outlook folder from the list you want to sync

(9) Click on the “Show all” button

(10) If message is displayed “You have turned on sync services” then click “Ok”. Sync Services will begin syncing your Mac Address Book with Outlook 2011 Contacts. Note: the Outlook 2011 sync process can take up to 4-5 hours or more to complete depending upon the size of your contact list.

If Outlook 2011 Sync Services does not immediately start syncing

Many Scrubly users have found that syncing does not immediately start after turning on Sync Services. To trigger Outlook 2011 to start syncing, follow these steps:

(1) Check the iSync option “Enable syncing on this computer”. For Mac OS Lion 10.7 users, skip this step.

(2) Confirm that Sync Services is turned on for Outlook 2011

(3) If all options are selected and above settings are correct then follow next step

(4) Open your Mac Address Book and make a small change to any contact and save. You can also simply select copy and paste a contact into Address Book. Once the system recognizes the update, sync between Address Book and Outlook 2011 will start.

(5) Important: We have found in testing that it is possible to trigger Outlook 2011 to start syncing twice and duplicating Address Book contacts in Outlook 2011 if two updates to Address Book are quickly created one after the other. Be sure to only trigger syncing once.

If Outlook 2011 Sync Services does not start syncing after Scrubly download

If Outlook 2011 Sync Services does not start syncing after Scrubly updates your Address Book contacts, you can trigger Outlook 2011 to start the sync process as described above. This process takes up to 4-5 hours depending upon the size of your address book.

To skip the long syncing process, another option is to first delete all contacts from Outlook 2011 so that a clean copy of your contacts from Address Book will move over to Outlook 2011 Contacts during the sync process. Since there will be no existing contact data inside Outlook 2011 to compare with the contacts coming over from Address Book, syncing will be relatively quick.

To delete your contacts from Outlook 2011 and then sync with Address Book, follow these steps:

(1) Turn off Sync Services inside Outlook 2011

(2) In iSync, un-check Enable Syncing On This Computer option. For Mac OS Lion 10.7 users, skip this step.

(3) As a precaution, backup all Outlook 2011 contacts and all Mac Address Book contacts.

(4) Delete all contacts from outlook 2011

(5) Perform all 10 steps outlined above to starts sync process between Mac Address Book and Outlook 2011 for Mac.

You now have a clean set of contacts in both Mac Address Book and Outlook 2011.

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The most common export file format is a comma separated value (CSV) file. If you are exporting your contacts for use in another copy of Outlook, we recommend that you choose an Outlook Data File (.pst) as the export format. Otherwise, CSV is the format you want to select.

Export Outlook 2010 Contacts to a CSV File

Follow these steps to save your contacts from Outlook 2010 to a CSV file:

1. Click the File tab
2. Click Options

3. Click Advanced

4. Under Export, click Export

5. In the Import and Export Wizard, click Export to a file, and then click Next

6. Under Create a file of type, click the type of export that you want, and then click Next. The most common is Comma Separated Values (Windows), also known as a CSV file.

7. Under Select folder to export from, select the contact folder that you want to export, and then click Next.

Note: Unless you chose to export to an Outlook Data File (.pst), you can only export one folder at a time.

8. Under Save exported file as, click Browse, select a destination folder, and in the File name box, type a name for the file.

9. In the Export to a File dialog box, click Next.

10. Click Finish.

Export Outlook 2007 Contacts to a CSV File

• Select File | Import and Export from the menu
• Make sure Export to a file is highlighted and click Next
• Select Comma Separated Values (Windows) as the file format and click Next
• Highlight the Contacts folder and click Next
• Use the Browse button to select a location and file name for your exported contacts and click Next
• Click Finish

You can now import your Outlook contacts into other email programs such as Mac Address Book, Gmail Contacts or Google Apps Contacts for example.

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Follow these simple steps to import an Excel CSV format file into Outlook 2010.

How to Convert an Excel Sheet in to the CSV (Comma Separated Values) Format

In Excel, click the File menu and choose the Save As option. Browse and select the location where you want to save the file, type in a name for the file and choose CSV from the Save as Type drop down box.

Importing a CSV File in to Outlook

Open Outlook 2010 and click the File Menu at the top left. Click the Open option and select Import.

The Import and Export Wizard will open. Select the Import from another program or file option.

Click Next and select the file type as Comma Separated Values (Windows), then click Next.

Click the Browse button and select the CSV file you would like to import.

If the CSV file you are importing contains more up to date contacts then you have in Outlook 2010, or if you do not have any contacts, select Replace Duplicates with Items Imported.

If you want to import contacts without affecting any existing contacts you already have in Outlook 2010, select Allow Duplicates to be Created.

If your contacts in Outlook 2010 are more up to date then the contacts you are importing, select Do Not Import Duplicate Items.

Click Next and choose the Destination Folder, most likely the Contacts folder, and click Next.

If you are unsure if the fields you have set up in the CSV correctly map to Outlook contacts format, click the Map Custom Fields button. To map fields, drag the fields from the From section and drop into the appropriate field into the To section on the right.  When you have finished mapping all of the fields, click OK.

Click the Change Destination button to change which folder you would like the contacts imported. When complete, click the Finish button.

Your CSV contacts fill will then be imported into Outlook.

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At Scrubly, we get a lot of questions around how to safely manage Outlook data files. Below are the easy steps you can follow to backup your Outlook files into PST format. Exporting your Outlook contacts in PST format allows you to capture all Outlook folders into a single backup file and then save it as a backup or transfer to another computer.

Follow These Steps to Backup Outlook 2010 to a PST file:

1. Open Outlook 2010 and click the File tab

2. Click Options

3. Click Advanced

4. Under Export, click Export

5. In the Import and Export Wizard, click Export to a file, and then click Next

6. Under Create a file of type, select Outlook Data File (.pst), and then click Next.

7. Select the account, which is displayed as a top-level folder, you want to export. Selecting the account enables exporting of all mail, calendar, contacts, tasks, and notes if available for that account.

Note: Only information for one account can be exported at a time.

Make sure that the Include subfolders check box is selected.

8. Click Next.

9. Click Browse to select where you want to save the Outlook Data File (.pst) and to enter a file name. Click OK to continue.

Note: If you have previously exported and saved a PST, the previous folder location and file name appear. Make sure that you change the file name if you want to create a new backup file instead of using the existing file.

10. If you are exporting to an existing Outlook Data File (.pst), under Options, specify what to do when exporting items that already exist in the file.

11. Click Finish.

Password Protect your PST Backup

If you are creating a new Outlook Data File (.pst), you can add an optional password. When the Create Outlook Data File box appears, enter the password in the Password and Verify Password boxes, and then click OK. In the Outlook Data File Password dialog box, enter the password, and then click OK.

If you are exporting to an existing Outlook Data File (.pst) that is password protected, in the Outlook Data File Password dialog box, enter the password, and then click OK.

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As an alternative, you can two-step-sync your Outlook 2011 Contacts with Mac Address Book and then sync with iCloud.  Just enable Outlook Sync Services. For detailed instructions on setting up syncing between Outlook 2011 and Mac Address Book, check out our post here: http://www.scrubly.com/blog/index.php/2011/01/how-to-sync-outlook-2011-for-mac-with-mac-address-book/

Outlook 2011 for Mac does support iCloud Mail. Follow the steps below to add your iCloud email account:

1. Start Outlook 2011
2. On the Tools menu, click Accounts
3. Look for the plus (+) sign in the lower-left corner, and then select E-mail
4. Enter your E-mail Address and Password, and then click Add Account.
   Note: The new account will appear in the left navigation pane of the Accounts dialog box.
5. Enter one of the following in the Incoming server box:
• mail.me.com (for me.com mail addresses)
• mail.mac.com (for mac.com mail addresses)
6. Click to select Use SSL to connect (recommended) under the Incoming server box.
7. Enter one of the following in the Outgoing server box:
• smtp.me.com (for me.com mail addresses)
• smtp.mac.com (for mac.com mail addresses)
8. Click to select Use SSL to connect (recommended) under the Outgoing server box.
9. You can click Advanced to enter additional settings, such as leaving a copy of each message on the server.

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If you are an Outlook user and you’re just diving into the world of Google Android, you may find that the way Google manages and thinks about Contacts is a little different than the way Microsoft thinks and manages Contacts. This post is an attempt to clear things up between the two worlds.

Google Contact Groups vs Outlook Contact Folders

The main difference between how Outlook and Google store contacts comes down to Folders and Groups. Outlook stores contacts inside individual Folders and each contact can be labeled with a Category. The Outlook Category you give a contact does not affect the Outlook Folder where the contact is stored. Whereas Google stores all contacts inside one big bucket called My Contacts and organizes contacts by Groups. What may look like folders inside Google Contacts are really only lists of Groups.  If you change or add a Group to a Google Contact, it will change the “folder” it appears in.

The default folder in Outlook is simply called Contacts. Think of each Outlook folder as a bucket. You can add as many Outlook folder buckets as you would like and each folder remains independent from the others you create. For example, let’s say you have two Outlook Contact Folders called Work and Friends. If you had a contact Bob Smith in your Work folder, you can copy the Bob Smith contact and paste it into the Friend folder. Now, you have two separate Bob Smith contacts in two separate folders. If you make a change to one Bob Smith contact, the other Bob Smith does not update with this change since Outlook sees it as a completely separate record.

The way Google handles this same situation is totally different. If you assign Bob Smith to both the Work and Friend groups, Bob Smith will now show up in the Work and Friend “folders” that appear in Google Contacts. Bob Smith is still just one contact not two. So, any change you make to Bob Smith Work will also change Bob Smith Friend.

Inside Google Contacts there are five default contact groups that you can’t delete, rename, or change. These Google contact groups can drive a lot of veteran Outlook users crazy. Here’s a further explanation of how each contact group works.

My Contacts: This is the default storage bin for contacts you actually care about. You can’t delete it, you can only manage the Groups inside. When organizing your Google Contacts My Contacts is where you want to focus your organizational energy as all Groups you create inside Google Contacts will show up under My Contacts. Most mobile devices will sync with this group.

Most Contacted: This group includes the 20 addresses you use most frequently. Gmail automatically updates this list for quick and easy reference.

Other Contacts includes any contacts that haven’t already been categorized into My Contacts or another contact group.

Custom Groups: You can create your own group, and thankfully Google will not automatically drop random people into it. If you have an Android phone, this is where Google Contacts really shines as these groups will show up inside Android Contacts and you can easily view Android Contacts by using these custom groups.

While the Your Friends, Family, and Coworkers group used to be a default group, they are no longer default. Note that if you previously used the Your Friends, Family, and Coworkers groups, then they can’t be deleted.

If you sync your contacts to an Android device, you’ll see a Starred in Android group. This contains the contacts you’ve starred as favorites on your device.

These instructions work only with the standard version of Gmail. If they don’t match what you see in your Contact Manager, we suggest that you upgrade to a fully supported browser or click standard version in your account.

Managing Android Contacts

This brings us to the way the Android Address Book manages contacts which can be troublesome for so many people. If you sync your Android contacts with Outlook or Gmail, Android keeps each contact list you sync as a separate Contact Type. So, if you sync your Android phone with Gmail and Outlook, you will see the native Android Phone contacts, Gmail Contacts and Outlook Exchange contacts lumped together in one list view. You might think Android would store Android contacts in the same way they store Gmail Contacts using Groups. But, in actuality Android keeps each address book separate based upon Contact Type and does not merge them together into one main All Contacts group. The All tab on the People screen combines all contacts into a single view. You can filter by Contact Type, but you sacrifice seeing all of your contacts in one location. To view only contacts of a particular type, press MENU > View > select Contact Type.

Android Phone vs Other Contact Types

Android stores contacts by Contact Type. Each new contact you add to Android will be stored in the default Contact Type you have selected. If the contacts you add to your Android phone are not showing up in Outlook after syncing, it could be that your default contact type is set to Phone or Gmail. To change the default Contact Type setting, follow the steps below.

Start Contacts and make sure the Contacts tab is selected.

Click Menu > More > Settings. Set “Save new contacts to” to one of the following options:

• Always ask
• Phone
• SIM
• Exchange
• Google

Depending upon the Android version you are running, changing the default Contact Type may require these steps:

• Start people and click add contact.
• A blank form will appear with save contacts set to Phone.
• Change save contacts to the default Contact Type you want.
• Save the above blank contact.
• After a reboot, the new default Contact Type will be updated.

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