Address book and Contacts under Folder List View seem to conflict.

[Guest]

I am organizing and building my contacts lists in Outlook under contacts
(folder list view). When I update an existing contact via this method (under
folder list) that is already in my outlook address book it places a fresh
entry into my main outlook contacts/address book list when I view address
book. Even though I may already have this contact in another distribution
list within the address book already. If I delete the new entry in the main
body of the address book, the e-mail address of the contact in the
distribution list disappears. Seems like they don’t mesh. When entering
contacts into the contacts (in folder list view in Outlook) they coincide
with contacts entered in via the Address book except for the above anomally.
If they are new entries I can do whatever I wish as far as adding new members
to distribution lists. What a war. There has to be a better way. I manually
update all my contacts in Outlook and then have to go delete the new entries
in the address book to prevent the same contacts already in the distribution
lists from receiving duplicate e-mails. If I go to the distribution list and
click on a contact I deleted from the main address book, the e-mail address
is gone from the e-mail field. If I try to type it in again, sometimes it
comes up (auto complete) sometimes I have to retype it from scratch as it
seems to have disappeared altogether. Why does making the smnallest change in
a contact cause the contact to be "recreated" in the main personal address
book? When I have new contact info from someone what is the best way to enter
it so it travels throughout my address book properly and still gets entered
into my contacts list? I would have thought any updated info would have
travelled to the contacts info regardless of where it was in the address book
or what list it was in.
Even if I change a distribution list contact mannually (re-enter the e-mail
address that disappears) it still creates a duplicate of that contact in the
main address book again. When I delete that contact from the main address
book view, the e-mail address of the contact in the dist list is once again
deleted. I could live with that but not only does it delete the e-mail
address in the dist list but also goes back and deletes it in my Contacts
list within the Folder List view in Outlook which is very annoying and make
it impossible to hot-sync my PDA and still get numbers AND e-mail address
onto it. What a vicious cycle. HELP!!! I have searched but found no helpful
info as of yet. I seem to running only a personel address book setup not an
Outlook address book setup as well so I am at a loss for this. Thanks in
advance for any help you can offer.

 

[Russ Valentine [MVP-Outlook]]

A quick glance at this group will answer your question. DL's don't work.
They never keep track of the changes you make to your Contacts. You can try
the "Update Now" button. It works about 10% of the time. Hardly anyone uses
DL's because they are so unreliable. The preferred method for grouping
Contacts is Categories or separate Contact subfolders.

 

[Guest]

Thanks Russ, I appreciate the speedy response. I am using Outlook 2003 SP1
from Office Pro package (I noticed the details you were asking of from
others. I apologise for the ommision). Is there anyway of getting the names
that are already in the DL's out and into the main address book so I can then
create the catagories you suggest? This way I will be sure not to miss any
and will be able to keep track of who goes where when I create new
catagories. I am not familiar with creating the catagories you speak of. What
would be the ideal method for grouping such the contacts in seperate "list's"
and do those catagories or subfolders work in the same way as a DL would if I
just want to send a certain e-mail to a caertain group of contacts? I am
aware of the seperate folders I can create in Contacts under folder list view
and can carry out instructions fairly well. Articulating my problem is
sometimes mediocre at best however. Thanks again for your time and patience

A quick glance at this group will answer your question. DL's don't work.
They never keep track of the changes you make to your Contacts. You can try
the "Update Now" button. It works about 10% of the time. Hardly anyone uses
DL's because they are so unreliable. The preferred method for grouping
Contacts is Categories or separate Contact subfolders.
--
Russ Valentine
[MVP-Outlook]

I am organizing and building my contacts lists in Outlook under contacts
(folder list view). When I update an existing contact via this method
(under
folder list) that is already in my outlook address book it places a fresh
entry into my main outlook contacts/address book list when I view address
book. Even though I may already have this contact in another distribution
list within the address book already. If I delete the new entry in the
main
body of the address book, the e-mail address of the contact in the
distribution list disappears. Seems like they don't mesh. When entering
contacts into the contacts (in folder list view in Outlook) they coincide
with contacts entered in via the Address book except for the above
anomally.
If they are new entries I can do whatever I wish as far as adding new
members
to distribution lists. What a war. There has to be a better way. I
manually
update all my contacts in Outlook and then have to go delete the new
entries
in the address book to prevent the same contacts already in the
distribution
lists from receiving duplicate e-mails. If I go to the distribution list
and
click on a contact I deleted from the main address book, the e-mail
address
is gone from the e-mail field. If I try to type it in again, sometimes it
comes up (auto complete) sometimes I have to retype it from scratch as it
seems to have disappeared altogether. Why does making the smnallest change
in
a contact cause the contact to be "recreated" in the main personal address
book? When I have new contact info from someone what is the best way to
enter
it so it travels throughout my address book properly and still gets
entered
into my contacts list? I would have thought any updated info would have
travelled to the contacts info regardless of where it was in the address
book
or what list it was in.
Even if I change a distribution list contact mannually (re-enter the
e-mail
address that disappears) it still creates a duplicate of that contact in
the
main address book again. When I delete that contact from the main address
book view, the e-mail address of the contact in the dist list is once
again
deleted. I could live with that but not only does it delete the e-mail
address in the dist list but also goes back and deletes it in my Contacts
list within the Folder List view in Outlook which is very annoying and
make
it impossible to hot-sync my PDA and still get numbers AND e-mail address
onto it. What a vicious cycle. HELP!!! I have searched but found no
helpful
info as of yet. I seem to running only a personel address book setup not
an
Outlook address book setup as well so I am at a loss for this. Thanks in
advance for any help you can offer.

 

[Russ Valentine [MVP-Outlook]]

Here's some more detailed information on the use of Categories in lieu of
DL's:
http://www.outlook-tips.net/archives/2003/20030730.htm
and on the pros and cons of Contact subfolders VS Categories for grouping
Contacts:
http://www.slipstick.com/contacts/oloabcat.htm

--
Russ Valentine
[MVP-Outlook]

Thanks Russ, I appreciate the speedy response. I am using Outlook 2003 SP1
from Office Pro package (I noticed the details you were asking of from
others. I apologise for the ommision). Is there anyway of getting the
names
that are already in the DL's out and into the main address book so I can
then
create the catagories you suggest? This way I will be sure not to miss any
and will be able to keep track of who goes where when I create new
catagories. I am not familiar with creating the catagories you speak of.
What
would be the ideal method for grouping such the contacts in seperate
"list's"
and do those catagories or subfolders work in the same way as a DL would
if I
just want to send a certain e-mail to a caertain group of contacts? I am
aware of the seperate folders I can create in Contacts under folder list
view
and can carry out instructions fairly well. Articulating my problem is
sometimes mediocre at best however. Thanks again for your time and
patience

A quick glance at this group will answer your question. DL's don't work.
They never keep track of the changes you make to your Contacts. You can
try
the "Update Now" button. It works about 10% of the time. Hardly anyone
uses
DL's because they are so unreliable. The preferred method for grouping
Contacts is Categories or separate Contact subfolders.
--
Russ Valentine
[MVP-Outlook]

I am organizing and building my contacts lists in Outlook under contacts
(folder list view). When I update an existing contact via this method
(under
folder list) that is already in my outlook address book it places a
fresh
entry into my main outlook contacts/address book list when I view
address
book. Even though I may already have this contact in another
distribution
list within the address book already. If I delete the new entry in the
main
body of the address book, the e-mail address of the contact in the
distribution list disappears. Seems like they don't mesh. When entering
contacts into the contacts (in folder list view in Outlook) they
coincide
with contacts entered in via the Address book except for the above
anomally.
If they are new entries I can do whatever I wish as far as adding new
members
to distribution lists. What a war. There has to be a better way. I
manually
update all my contacts in Outlook and then have to go delete the new
entries
in the address book to prevent the same contacts already in the
distribution
lists from receiving duplicate e-mails. If I go to the distribution
list
and
click on a contact I deleted from the main address book, the e-mail
address
is gone from the e-mail field. If I try to type it in again, sometimes
it
comes up (auto complete) sometimes I have to retype it from scratch as
it
seems to have disappeared altogether. Why does making the smnallest
change
in
a contact cause the contact to be "recreated" in the main personal
address
book? When I have new contact info from someone what is the best way to
enter
it so it travels throughout my address book properly and still gets
entered
into my contacts list? I would have thought any updated info would have
travelled to the contacts info regardless of where it was in the
address
book
or what list it was in.
Even if I change a distribution list contact mannually (re-enter the
e-mail
address that disappears) it still creates a duplicate of that contact
in
the
main address book again. When I delete that contact from the main
address
book view, the e-mail address of the contact in the dist list is once
again
deleted. I could live with that but not only does it delete the e-mail
address in the dist list but also goes back and deletes it in my
Contacts
list within the Folder List view in Outlook which is very annoying and
make
it impossible to hot-sync my PDA and still get numbers AND e-mail
address
onto it. What a vicious cycle. HELP!!! I have searched but found no
helpful
info as of yet. I seem to running only a personel address book setup
not
an
Outlook address book setup as well so I am at a loss for this. Thanks
in
advance for any help you can offer.

 

[Guest]

I found the catagories button under the each individual contact when I bring
them up in detail. I created a catagory and assigned a contact to that
catagory within their contact info ("card") but where do these catagories
actually show up? Cannot see them in contacts under Folder List/Navigation
pane within Outlook. Can I utilize the catagories in the same way as DL's?
Thanks again

A quick glance at this group will answer your question. DL's don't work.
They never keep track of the changes you make to your Contacts. You can try
the "Update Now" button. It works about 10% of the time. Hardly anyone uses
DL's because they are so unreliable. The preferred method for grouping
Contacts is Categories or separate Contact subfolders.
--
Russ Valentine
[MVP-Outlook]

I am organizing and building my contacts lists in Outlook under contacts
(folder list view). When I update an existing contact via this method
(under
folder list) that is already in my outlook address book it places a fresh
entry into my main outlook contacts/address book list when I view address
book. Even though I may already have this contact in another distribution
list within the address book already. If I delete the new entry in the
main
body of the address book, the e-mail address of the contact in the
distribution list disappears. Seems like they don't mesh. When entering
contacts into the contacts (in folder list view in Outlook) they coincide
with contacts entered in via the Address book except for the above
anomally.
If they are new entries I can do whatever I wish as far as adding new
members
to distribution lists. What a war. There has to be a better way. I
manually
update all my contacts in Outlook and then have to go delete the new
entries
in the address book to prevent the same contacts already in the
distribution
lists from receiving duplicate e-mails. If I go to the distribution list
and
click on a contact I deleted from the main address book, the e-mail
address
is gone from the e-mail field. If I try to type it in again, sometimes it
comes up (auto complete) sometimes I have to retype it from scratch as it
seems to have disappeared altogether. Why does making the smnallest change
in
a contact cause the contact to be "recreated" in the main personal address
book? When I have new contact info from someone what is the best way to
enter
it so it travels throughout my address book properly and still gets
entered
into my contacts list? I would have thought any updated info would have
travelled to the contacts info regardless of where it was in the address
book
or what list it was in.
Even if I change a distribution list contact mannually (re-enter the
e-mail
address that disappears) it still creates a duplicate of that contact in
the
main address book again. When I delete that contact from the main address
book view, the e-mail address of the contact in the dist list is once
again
deleted. I could live with that but not only does it delete the e-mail
address in the dist list but also goes back and deletes it in my Contacts
list within the Folder List view in Outlook which is very annoying and
make
it impossible to hot-sync my PDA and still get numbers AND e-mail address
onto it. What a vicious cycle. HELP!!! I have searched but found no
helpful
info as of yet. I seem to running only a personel address book setup not
an
Outlook address book setup as well so I am at a loss for this. Thanks in
advance for any help you can offer.

 

[Russ Valentine [MVP-Outlook]]

Already answered.
--
Russ Valentine
[MVP-Outlook]

I found the catagories button under the each individual contact when I
bring
them up in detail. I created a catagory and assigned a contact to that
catagory within their contact info ("card") but where do these catagories
actually show up? Cannot see them in contacts under Folder List/Navigation
pane within Outlook. Can I utilize the catagories in the same way as DL's?
Thanks again

A quick glance at this group will answer your question. DL's don't work.
They never keep track of the changes you make to your Contacts. You can
try
the "Update Now" button. It works about 10% of the time. Hardly anyone
uses
DL's because they are so unreliable. The preferred method for grouping
Contacts is Categories or separate Contact subfolders.
--
Russ Valentine
[MVP-Outlook]

I am organizing and building my contacts lists in Outlook under contacts
(folder list view). When I update an existing contact via this method
(under
folder list) that is already in my outlook address book it places a
fresh
entry into my main outlook contacts/address book list when I view
address
book. Even though I may already have this contact in another
distribution
list within the address book already. If I delete the new entry in the
main
body of the address book, the e-mail address of the contact in the
distribution list disappears. Seems like they don't mesh. When entering
contacts into the contacts (in folder list view in Outlook) they
coincide
with contacts entered in via the Address book except for the above
anomally.
If they are new entries I can do whatever I wish as far as adding new
members
to distribution lists. What a war. There has to be a better way. I
manually
update all my contacts in Outlook and then have to go delete the new
entries
in the address book to prevent the same contacts already in the
distribution
lists from receiving duplicate e-mails. If I go to the distribution
list
and
click on a contact I deleted from the main address book, the e-mail
address
is gone from the e-mail field. If I try to type it in again, sometimes
it
comes up (auto complete) sometimes I have to retype it from scratch as
it
seems to have disappeared altogether. Why does making the smnallest
change
in
a contact cause the contact to be "recreated" in the main personal
address
book? When I have new contact info from someone what is the best way to
enter
it so it travels throughout my address book properly and still gets
entered
into my contacts list? I would have thought any updated info would have
travelled to the contacts info regardless of where it was in the
address
book
or what list it was in.
Even if I change a distribution list contact mannually (re-enter the
e-mail
address that disappears) it still creates a duplicate of that contact
in
the
main address book again. When I delete that contact from the main
address
book view, the e-mail address of the contact in the dist list is once
again
deleted. I could live with that but not only does it delete the e-mail
address in the dist list but also goes back and deletes it in my
Contacts
list within the Folder List view in Outlook which is very annoying and
make
it impossible to hot-sync my PDA and still get numbers AND e-mail
address
onto it. What a vicious cycle. HELP!!! I have searched but found no
helpful
info as of yet. I seem to running only a personel address book setup
not
an
Outlook address book setup as well so I am at a loss for this. Thanks
in
advance for any help you can offer.