I don't understand the Contacts Folders in Outlook 2003.
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From: Margaret Bartley on 13 Apr 2010 03:22 This is Outlook 2003 running on windows XP at home in a stand-alone desktop computer. There seems to be three different lists of folders: I created a folder, SML, that has names I import for my monthly newsletter. I recreate it for each mailing. I've explored the different places I use the contacts folders and lists, and they have different folder lists. With 13 folders: When I create a new email, and click on the To button, to get a list of contacts, and then look at the drop-down box that is labelled "Show Names from the:" which lists the folders available, I get 13 names, in addition to Contacts. None of them are SML, one of them is "Temp" This is the same list that shows up when I go into Tools: E-Mail Accounts | View or change existing email accounts. They all have "Personal Folders" after their name in the list. 14 folders: when I am in Word, doing a MailMerge for emails, and am selecting an Outlook folder, 14 folders are listed. All of the above 13, plus another Temp. Again, none of them are SML, which is the folder with the email addresses I want to use. Of these 14 folders, 6 are labelled "Personal Folders | Contacts", and 8 are labelled "Personal Folders |"Deleted Items". 7 folders in my Folder List navigation pane: Both the Contacts Tab and the Folders tab in Outlook's navigation pane show 7 folders, including the SML folder that I want to use, and the six folders listed in the Word MailMerge that are labelled "Personal Folders | Contacts" Those same seven folders show up when I am in the Mail section, and create a new folder. (File | New folder (CTL + Shift +E). In the "folders" view, six are subfolders of Contacts. In the Contacts view, they are all on the same level, with a Contacts icon. 97 folders: When I import new data for a Contacts Folder, under File | Import and Export, I get a list that has the same seven folders and tree structure shown in the Folder view, plus another 90 folders, two of which are named Temp, which are folders I've created and deleted over the years. I've compacted the Personal Folders several times, but those deleted folders don't go away. They are not in my Deleted Items list, either. So, how do I get my SML folder to be available to send emails to the addresses in it, both with MailMerge and with Outlook Send? How do I recover the space from all those deleted folders and get them out of my system? Each folder has 350 or so names in it and there are 90 of them.
From: Russ Valentine on 13 Apr 2010 06:07 Answered here daily. If you want folders to appear in the address book view, you must enable them as email address books in their properties. -- Russ Valentine "Margaret Bartley" <may04_NOTTHIS(a)mindspring.com> wrote in message news:OOY2Fot2KHA.5820(a)TK2MSFTNGP06.phx.gbl... > This is Outlook 2003 running on windows XP at home in a stand-alone > desktop computer. > > > There seems to be three different lists of folders: > I created a folder, SML, that has names I import for my monthly > newsletter. I recreate it for each mailing. > > I've explored the different places I use the contacts folders and lists, > and they have different folder lists. > > > With 13 folders: > > When I create a new email, and click on the To button, to get a list of > contacts, and then look at the drop-down box that is labelled "Show Names > from the:" which lists the folders available, I get 13 names, in addition > to Contacts. None of them are SML, one of them is "Temp" > > This is the same list that shows up when I go into Tools: E-Mail Accounts > | View or change existing email accounts. They all have "Personal > Folders" after their name in the list. > > > 14 folders: > > when I am in Word, doing a MailMerge for emails, and am selecting an > Outlook folder, 14 folders are listed. All of the above 13, plus another > Temp. Again, none of them are SML, which is the folder with the email > addresses I want to use. Of these 14 folders, 6 are labelled "Personal > Folders | Contacts", and 8 are labelled "Personal Folders |"Deleted > Items". > > > 7 folders in my Folder List navigation pane: > > Both the Contacts Tab and the Folders tab in Outlook's navigation pane > show 7 folders, including the SML folder that I want to use, and the six > folders listed in the Word MailMerge that are labelled "Personal Folders | > Contacts" > > Those same seven folders show up when I am in the Mail section, and create > a new folder. (File | New folder (CTL + Shift +E). In the "folders" > view, six are subfolders of Contacts. In the Contacts view, they are all > on the same level, with a Contacts icon. > > > 97 folders: > > When I import new data for a Contacts Folder, under File | Import and > Export, I get a list that has the same seven folders and tree structure > shown in the Folder view, plus another 90 folders, two of which are named > Temp, which are folders I've created and deleted over the years. I've > compacted the Personal Folders several times, but those deleted folders > don't go away. They are not in my Deleted Items list, either. > > > So, how do I get my SML folder to be available to send emails to the > addresses in it, both with MailMerge and with Outlook Send? > > How do I recover the space from all those deleted folders and get them out > of my system? Each folder has 350 or so names in it and there are 90 of > them. > >
From: Margaret Bartley on 16 Apr 2010 14:18 Thank you. Do you know why do some folders get listed as an address book without me explicitly enabling them? Is there some action that triggers it, as well? It appears to be random - I had not marked any of the folders explicitly as Address books, but some are listed and some are not. Also, any idea how to get rid of the dozens of old, obsolete folders that are just cluttering up my system and taking up space? "Russ Valentine" <russval(a)mvps.org> wrote in message news:u19omEv2KHA.5448(a)TK2MSFTNGP02.phx.gbl... > Answered here daily. If you want folders to appear in the address book > view, you must enable them as email address books in their properties. > -- > Russ Valentine > "Margaret Bartley" <may04_NOTTHIS(a)mindspring.com> wrote in message > news:OOY2Fot2KHA.5820(a)TK2MSFTNGP06.phx.gbl... >> This is Outlook 2003 running on windows XP at home in a stand-alone >> desktop computer. >> >> >> There seems to be three different lists of folders: >> I created a folder, SML, that has names I import for my monthly >> newsletter. I recreate it for each mailing. >> >> I've explored the different places I use the contacts folders and lists, >> and they have different folder lists. >> >> >> With 13 folders: >> >> When I create a new email, and click on the To button, to get a list of >> contacts, and then look at the drop-down box that is labelled "Show Names >> from the:" which lists the folders available, I get 13 names, in addition >> to Contacts. None of them are SML, one of them is "Temp" >> >> This is the same list that shows up when I go into Tools: E-Mail Accounts >> | View or change existing email accounts. They all have "Personal >> Folders" after their name in the list. >> >> >> 14 folders: >> >> when I am in Word, doing a MailMerge for emails, and am selecting an >> Outlook folder, 14 folders are listed. All of the above 13, plus another >> Temp. Again, none of them are SML, which is the folder with the email >> addresses I want to use. Of these 14 folders, 6 are labelled "Personal >> Folders | Contacts", and 8 are labelled "Personal Folders |"Deleted >> Items". >> >> >> 7 folders in my Folder List navigation pane: >> >> Both the Contacts Tab and the Folders tab in Outlook's navigation pane >> show 7 folders, including the SML folder that I want to use, and the six >> folders listed in the Word MailMerge that are labelled "Personal Folders >> | Contacts" >> >> Those same seven folders show up when I am in the Mail section, and >> create a new folder. (File | New folder (CTL + Shift +E). In the >> "folders" view, six are subfolders of Contacts. In the Contacts view, >> they are all on the same level, with a Contacts icon. >> >> >> 97 folders: >> >> When I import new data for a Contacts Folder, under File | Import and >> Export, I get a list that has the same seven folders and tree structure >> shown in the Folder view, plus another 90 folders, two of which are named >> Temp, which are folders I've created and deleted over the years. I've >> compacted the Personal Folders several times, but those deleted folders >> don't go away. They are not in my Deleted Items list, either. >> >> >> So, how do I get my SML folder to be available to send emails to the >> addresses in it, both with MailMerge and with Outlook Send? >> >> How do I recover the space from all those deleted folders and get them >> out of my system? Each folder has 350 or so names in it and there are 90 >> of them. >> >> >
From: Brian Tillman [MVP-Outlook] on 16 Apr 2010 15:34 "Margaret Bartley" <may04_NOTTHIS(a)mindspring.com> wrote in message news:e9cZhEZ3KHA.4540(a)TK2MSFTNGP04.phx.gbl... > Do you know why do some folders get listed as an address book without me > explicitly enabling them? Is there some action that triggers it, as well? It > appears to be random - I had not marked any of the folders explicitly as > Address books, but some are listed and some are not. My experience is that any contact folders that exist in a PST when the mail profile gets created, the PST added to the profile, and the Outlook Address Book configured before opening Outlook should have the address book attribute enabled automatically. Any new contacts folder you add should also have the attribute enabled. Any contacts folder created while the Outlook Address Book service is not properly configured won't until the OAB service is removed and readded. > Also, any idea how to get rid of the dozens of old, obsolete folders that > are just cluttering up my system and taking up space? Folders in Outlook do not correspond to files. If you see folders in the Outlook Address Book interface that don't exist, click Tools>E-mail Accounts>View or change existing directories or address books>Next, select the Outlook Address Book service, click Change, and remove the bogus folder names. Stop and restart Outlook when finished. -- Brian Tillman [MVP-Outlook]
From: Margaret Bartley on 17 Apr 2010 03:56
Thank you, but this isnt' quite the answer to my very complicated question. If you back to the original post, you will see that there are four (4) different Contacts folders lists. The list you are talking about is the first list, the one with 13 folders. What I'm trying to get rid of is old folders in the last list, the list that has 97(!) folders in it. I see this list when I import data for a Contacts folder under File | Import and Export. "Brian Tillman [MVP-Outlook]" <tillman1952(a)yahoo.com> wrote in message news:OqbQUvZ3KHA.4332(a)TK2MSFTNGP02.phx.gbl... > "Margaret Bartley" <may04_NOTTHIS(a)mindspring.com> wrote in message > news:e9cZhEZ3KHA.4540(a)TK2MSFTNGP04.phx.gbl... > >> Do you know why do some folders get listed as an address book without me >> explicitly enabling them? Is there some action that triggers it, as well? >> It appears to be random - I had not marked any of the folders explicitly >> as Address books, but some are listed and some are not. > > My experience is that any contact folders that exist in a PST when the > mail profile gets created, the PST added to the profile, and the Outlook > Address Book configured before opening Outlook should have the address > book attribute enabled automatically. Any new contacts folder you add > should also have the attribute enabled. Any contacts folder created while > the Outlook Address Book service is not properly configured won't until > the OAB service is removed and readded. > >> Also, any idea how to get rid of the dozens of old, obsolete folders that >> are just cluttering up my system and taking up space? > > Folders in Outlook do not correspond to files. If you see folders in the > Outlook Address Book interface that don't exist, click Tools>E-mail > Accounts>View or change existing directories or address books>Next, select > the Outlook Address Book service, click Change, and remove the bogus > folder names. Stop and restart Outlook when finished. > -- > Brian Tillman [MVP-Outlook] |