Outlook Address Book

[AlanHo]

After a computer upgrade I have had to reinstall Outlook and set it up again. Importing my previous .pst file was OK and I retrieved all my Emails, contacts, Calendar etc - but I had problems getting my address books working properly.

I have my contacts in four sub-folders - hence four address books - but when I started a new Email the main address book was not the default and the names were listed first name, last name rather than the other way round.

It took me ages to get things back to how I wanted them as I fumbled around and eventually resorted to the help file - so I made a record of the various steps for future reference - which is as follows in case any members ever have a similar challenge...:-

To show contacts in the address book

In the navigation pane click contacts

Right click the folder you want to view in the address book

Click on the address book tab and tick the box “show this folder as an address book”

If this box is greyed out (mine was)

On the tools menu click Email accounts

Click Add a new directory or address book – click next – click add

Click additional address books – click next

Click Outlook address book – click next

Click OK

Restart Outlook for the changes to be actioned.

To select which contact list is shown first in the address panel for an Email

Click Tools – Address Book – Tools – Options

Make selection.

To select last name, first name display or vici versa

Click Tools – Email accounts

Click “View or change existing directories or address books2 – click next

Click Outlook address book – click change

Select desired format in “Show names by”

[ɹəuəllıʍ ʇɐb]

Alan,

I have been participating in the Microsoft Outlook newsgroup for many years, and there is one thing I completely fail to understand: why do people constantly try to use the Import function, when opening the original (or copy of the original) PST file would be ⒜ much easier, ⒝ much quicker, ⒞ more direct, i.e. not modifying the PST file layout.

When using the Import or Export function, the PST file data is rearranged, and some data and settings are actually lost. Import and Export is meant to import from, or export to non-Outlook applications, e.g. Excel, Outlook Express, etc.

Simply opening the original PST file will preserve everything exactly the way it was.

If you need to copy data from one PST file into another (e.g. from a 97-2002 PST file to a Unicode PST file), then drag-and-drop within Outlook is the easiest way, while also still preserving all data and attributes.

So... I hope you still have your original PST file, so you can start again with the direct method.

[AlanHo]

Thanks for that info Pat - I was not aware of that. As you are aware, the import function allows you to select a .pst file which is misleading.

Now for a very dumb question.

When I load Outlook, the current .pst file is opened. If I then go to File>Open>selected.pst and open an old .pst file which includes some of the same contacts, Emails, tasks ets - will these be duplicated or will the selected .pst simply replace the current one.

If the .pst is replaced, presumably when I leave Outlook, my original current .pst is lost by being over-written.

Putting it another way - how do I open another .pst without changing or losing the present one.

[ɹəuəllıʍ ʇɐb]

The Export/Import functions are very misleading, and even some Microsoft Office articles recommend the use of Export/Import in connection with PST files. Using Export/Import with PST files can lead to idiotic problems, and the regulars at the Outlook newsgroup almost daily see some sort of problems with these functions.

But I know that outside of that newsgroup it is not widely known.

Now your not-so-dumb question.

Outlook can have multiple PST files open at the same time; I have two: an archive PST file, and a regular Personal Folders file. (My Inbox resides on an Exchange Server).

So in your case you have your new PST file that contains the imported data, which is currently open.

You also have your original PST file that contains your original data. You can open it with Outlook, and you will see both old and new personal folders files. If you like what you see in your original PST file, go and close the new PST file. This will not delete it, you just won't see it any more in Outlook.

Try it and see how it goes

[AlanHo]

Thanks Pat - it's so easy and will now enable me to rescue selected data from an old .pst backup into my current one.

It now looks so obvious - but I have used the import function for years in my ignorance and have wasted countless hours reorganising the computer because of it.

My advice about address books is still relevant though - but restricted to when you first start using Outlook and need to get your address books organised. There seems to be no logic in the way the various settings are buried in menu items. I am soon to change over to Office 2007 and wonder whether I will have to learn a whole new raft of Outlook quirks.

[ɹəuəllıʍ ʇɐb]

What version are you using currently?

[AlanHo]

What version are you using currently?

Outlook 2003