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From: Amy Jones on 21 Jan 2010 19:19
Karl, thank you. I submitted your instructions to my boss and request his
approval to make changes to our systems.

I am confuse with your terms of "contact folder" and "address book".

In Outlook 2007, click tools - Address Book (Control-Shift-B) - is the
"Address Book: Contacts" we are using. When we write message, the To: CC:
fields are filled automatically with the email address from this address
book. We do not know how best to save, retreive, transfer, this address
book.

So, we think this is part of the contact folder. So, we export the contact
folder by:
file - import and export - Export to a file - Comma Separated Values
(Windows) - Contacts (select this folder only) - save exported file as:
adbk.csv - The following action will be performed [x] Export "Contacts" from
folder:Contacts - Map custom field - Default Maps (select all fields) -
finish

This file has multple old previous deleted name entries and all emaild
address are empty.

What did we do wrong?


From: Amy Jones on 21 Jan 2010 19:46
Karl, we found it.
In Outlook 2007, can you please tell us the difference in two different
places:
1. tools - address book - Address Book: Contacts === we are unable to save
or retreive this address book
2. Go - Contacts - Control+3 - current view by [x] outlook data file == this
is the one being exported from the contact folder.

we only want to automatically fill the email addresses in the To: and cc:
fields in writing our messages.

Which of of this two should we use?

From: Karl Timmermans on 21 Jan 2010 20:09
Question becomes - what contact folder(s) are included in the
Outlook Addressbook versus the contact folder you are attempting
to export? In a non-Exchange environment, the AddressBook
represents one or more contact folders that can be utilized for the
purpose of retrieving email addresses to send emails. (an
Exchange environment simply adds the Global Address List to the
mix). Or to put this more succinctly, you do not/cannot export
an addressbook which <represents> one or more contact folders.

As for the exporting process - will leave that until the suggestions
yesterday are tried - there are too many unknowns in this so until
there is a basic benchmark to work from - everything is simply
speculative. There is something missing in this conversation but
just not quite sure what it is yet. The first priority is
to start from scratch to definitively determine if Outlook is working
the way it's supposed to in a clean environment (new profile,
new PST etc).

That aside, what exactly is it that you are trying to accomplish in
terms of "save, retrieve, transfer this addressbook". When this
is all said and done, suspect that "importing/exporting" is
probably going to be the absolute wrong approach for whatever
it is that you are trying to do given the word "transfer". Sounds
like you are trying to find a way to use a single contact list on
multiple machines in a non-Exchange environment.

Did your office ever work without any issues in terms of contact
lists or is something very recent? If recent, what practices changed
in terms of how your office works(ed)? Fact - all machines don't
suddenly encounter the exact same issue at the exact same time
unless someone has done the exact same thing to each of the
machines.

Karl
--
____________________________________________________________
Karl Timmermans - The Claxton Group
ContactGenie - QuickPort/DataPort/Exporter/Toolkit/Duplicate Contact Mgr
"Contact import/export/data management tools for Outlook '2000/2010"
http://www.contactgenie.com


"Amy Jones" <no.spam(a)microsoft.com> wrote in message
news:eTJkgivmKHA.2160(a)TK2MSFTNGP02.phx.gbl...
> Karl, thank you. I submitted your instructions to my boss and request his
> approval to make changes to our systems.
>
> I am confuse with your terms of "contact folder" and "address book".
>
> In Outlook 2007, click tools - Address Book (Control-Shift-B) - is the
> "Address Book: Contacts" we are using. When we write message, the To: CC:
> fields are filled automatically with the email address from this address
> book. We do not know how best to save, retreive, transfer, this address
> book.
>
> So, we think this is part of the contact folder. So, we export the
> contact folder by:
> file - import and export - Export to a file - Comma Separated Values
> (Windows) - Contacts (select this folder only) - save exported file as:
> adbk.csv - The following action will be performed [x] Export "Contacts"
> from folder:Contacts - Map custom field - Default Maps (select all
> fields) - finish
>
> This file has multple old previous deleted name entries and all emaild
> address are empty.
>
> What did we do wrong?
>
>


From: Karl Timmermans on 21 Jan 2010 21:45
Think your post overlapped with my previous reply so this is going to
contain duplicate info. In any case, to try and keep this as simple and as
short as possible.

#1 - Contacts are saved to a contact folder. The default contact folder is
(default contact folder is one that is located in the same folder tree as
your Inbox) is (should) automatically checked with "Show this folder as an
e-mail address book" - right click contact folder --> properties -->
Outlook Address Book tab. Any folder can be added to the Outlook Address
Book (OAB) in this fashion - ergo - more than one contact folder will
appear in the AddressBook folder list (this refers to the drop down list -
top right side when you open the Outlook Address Book).

#2 - The AddressList is "purely" a representation of the contact folders
that are flagged as members - the "critical" thing when selecting a contact
from the OAB is making sure that you are selecting the contact from the
correct contact folder. In your case - it sounds like more than one contact
folder is part of the OAB and if you look at the drop down list - there
will be more than one entry with the same folder name (i.e. "Contacts"
listed more than once) - one or more of which you don't want and which is
probably the source of the invalid data.

Thing to check - when in OAB window - from the OAB menu bar click on -->
Tools --> Options - get rid of any folders you don't want in the OAB.

#3 - As for Go Contacts - that will show the default contact folder but
that folder may not necessarily be the first on the list of folders in the
OAB. That also has nothing to do with the export issue.

#4 - Re: Export folder/issue - already provided the instructions as to what
needs to be done as a starting point to verify that Outlook in and of
itself has no problems. Once that's confirmed, you have the solution to
correcting all other machines. Will leave how your office got to the
current problem point to others.

Karl

--
____________________________________________________________
Karl Timmermans - The Claxton Group
ContactGenie - QuickPort/DataPort/Exporter/Toolkit/Duplicate Contact Mgr
"Contact import/export/data management tools for Outlook '2000/2010"
http://www.contactgenie.com



"Amy Jones" <no.spam(a)microsoft.com> wrote in message
news:u1n2SxvmKHA.3792(a)TK2MSFTNGP02.phx.gbl...
> Karl, we found it.
> In Outlook 2007, can you please tell us the difference in two different
> places:
> 1. tools - address book - Address Book: Contacts === we are unable to
> save or retreive this address book
> 2. Go - Contacts - Control+3 - current view by [x] outlook data file ==
> this is the one being exported from the contact folder.
>
> we only want to automatically fill the email addresses in the To: and cc:
> fields in writing our messages.
>
> Which of of this two should we use?


From: Amy Jones on 22 Jan 2010 18:21
Karl, OK, thank you for your help. we found:

A. In Outlook 2007, tools - address book - Address Book: Contacts
(Control+shift+B)
1. we can edit each entry. We can add new entry
2. we cannot save or retreive or transfer

B. Go - Contacts - Control+3 - current view by [x] outlook data file
1. we can edit each entry.
2. we can export and import this folder
3. we cannot add new entry.
4. there are more entries here compare to OAB.

In the OAB (Ctrl+Shift+B) tools-options: addressing panel
- show rhia address list first: contacts
- keep personal address in: contacts
- when seeking email check name using these address list in the following:
contacts

Our boss told us not to change the system settings in the office. So far, I
assume we are unable to correctly use Outlook address book, but I assume
Microsoft did not design this in a friendly manner.

"Karl Timmermans" <karl(a)claxton.com> wrote in message
news:%23lzRE0wmKHA.1708(a)TK2MSFTNGP05.phx.gbl...
> Think your post overlapped with my previous reply so this is going to
> contain duplicate info. In any case, to try and keep this as simple and as
> short as possible.
>
> #1 - Contacts are saved to a contact folder. The default contact folder is
> (default contact folder is one that is located in the same folder tree as
> your Inbox) is (should) automatically checked with "Show this folder as an
> e-mail address book" - right click contact folder --> properties -->
> Outlook Address Book tab. Any folder can be added to the Outlook Address
> Book (OAB) in this fashion - ergo - more than one contact folder will
> appear in the AddressBook folder list (this refers to the drop down list -
> top right side when you open the Outlook Address Book).
>
> #2 - The AddressList is "purely" a representation of the contact folders
> that are flagged as members - the "critical" thing when selecting a
> contact from the OAB is making sure that you are selecting the contact
> from the correct contact folder. In your case - it sounds like more than
> one contact folder is part of the OAB and if you look at the drop down
> list - there will be more than one entry with the same folder name (i.e.
> "Contacts" listed more than once) - one or more of which you don't want
> and which is probably the source of the invalid data.
>
> Thing to check - when in OAB window - from the OAB menu bar click on -->
> Tools --> Options - get rid of any folders you don't want in the OAB.
>
> #3 - As for Go Contacts - that will show the default contact folder but
> that folder may not necessarily be the first on the list of folders in the
> OAB. That also has nothing to do with the export issue.
>
> #4 - Re: Export folder/issue - already provided the instructions as to
> what needs to be done as a starting point to verify that Outlook in and of
> itself has no problems. Once that's confirmed, you have the solution to
> correcting all other machines. Will leave how your office got to the
> current problem point to others.
>
> Karl
>
> --

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