Finding CONTACTS folders

  • Thread starter Thread starter John Gregory
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John Gregory

How do I find the location of the CONTACTS file I'm running in Outlook 2003
Premier H&B? I may have three and I'm running into some conflict as I
attempt to search for records made in the near past (days or weeks). Problem
seems to have started when I installed Business Contact Manager in June
without having a decent knowledge base of what I was doing. Finding the
locations of these CONTACTS folders may help resolve this issue. When I pull
up a contact record or right click on "Contacts" at the top of the CONTACTS
screen, "Location" is identified merely as "CONTACTS"; no path. I appear to
have a CONTACTS file, Contacts in Personal Folders, and a Business Contacts
in Business Contact Manager. All have different file sizes.
 
If you display the folder list navigation pane, you should be able to see all your folders, with the contacts folders marked with an appropriate icon.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
 
I guess I misspoke. Apparently the CONTACTS file is part of the .pst file.
That's what I need to locate. How do I determine from within Outlook, which
of my several .pst files the program is actually using at the moment?


If you display the folder list navigation pane, you should be able to see
all your folders, with the contacts folders marked with an appropriate icon.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
 
By "using," do you mean "displaying"? While looking at your contacts folder, just click the Folder List navigation pane button at the bottom of the navigation pane. You'll then see your contacts folder in the context of the complete folder hierarchy.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
 
My folder list contains:

1) Contacts

2) Contacts in Personal Folders

3) Accounts in Business Contact Manager

4) Business Contacts in Business Contact Manager



When I click “1” I see a collapsed group of contract files by category.
“Properties” of this file tell me it is 1192 KB.



Clicking “2” gives me another contact file by category that’s 1140KB.



“3” has 1 record and “4” is completely blank.



In June, it appears I installed Business Contact Manager (BCM) under the
assumption I’d learn a little at a time as needed. I didn’t have a good
knowledge base to venture there. Now, when I add some new Contacts, I
occasionally get a message telling me “Outlook Could Not Find The Requested
Contact” or the computer appears to search then quit without giving a
message.



I just added “Donald Duck” to the #2 Contacts above, assigned it a group
called “Neighbors” and tried to find it. It came up. I then did the same
with #1 and the machine did nothing; just gave me the impression it searched
then quit. I used the window next to the icon for the Address Book to do
both searches. I then tried the same with the “Find” button on the toolbar
and got the same results. Finally, I went back to the first search described
here. This time, I got the same response as the second; the machine looked
like it searched, then quit. No report.



I decided to check for updates on the MS site. Service Pack 1 for BCM was
listed. The installation was attempted but failed; the program “encountered
a problem and needs to close” it said. I don’t know if this might have
anything to do with my antivirus software or not; the message gave no clues.



So… I’m lost. Since I found several .pst files when I searched my computer,
I thought I’d start by identifying which one Outlook is using now. How do I
determine the path of the .pst file Outlook 2003 is currently using?





By "using," do you mean "displaying"? While looking at your contacts folder,
just click the Folder List navigation pane button at the bottom of the
navigation pane. You'll then see your contacts folder in the context of the
complete folder hierarchy.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
 
This may be significant; I have TWO "Personal Folders. When I go to the Mail
menu and look at the folder structure on those navigation windows at the
left, I find - under "All Mail Folders" -
1) Personal Folders
2) Archive Folders
3) Business Contact Manager
4) Personal Folders
 
I don't think you understood what I asked you to do. Try this:

1) In the Contacts navigation pane, click Contacts (the first listing below).

2) At the bottom of the navigation pane, click the Folder List button.

3) Look in the folder list. You should see the Contacts folder highlighted, in the context of the information store that contains it. Walk your eyes up the folder hierarchy until you get to the top folder of the store that contains the Contacts folder. What is the name of that root folder? Does it have a little house icon next to it?

Outlook is currently using all .pst files that you see in the folder list. You can see the path of any .pst file by right-clicking the root folder of that set of folders in the folder list, choosing Properties, then clicking Advanced.

If you are not using BCM and don't plan to use it, you might as well remove it from your email profile (Tools | E-mail Accounts) and lessen some of your confusion.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
 
Yes, that's what I wanted you to see. (But you didn't answer my icon question.) You (and you alone) must decide whether to continue using both Personal Folders files or to consolidate them by dragging items from one folder to another then closing the unwanted folder by right-clicking it and choosing Close.

Again, I urge strongly you to stick with the Folder List instead of using the Mail navigation pane, which will *****NOT***** show you all your folders. Only the Folder List can do that.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
 
You’re right, Sue. I misunderstood.



Contacts is the 3rd one listed on my navigation pane; Mail, Calendar,
Contacts, Tasks.



I found the Folder List (a little folder icon at the bottom) and Contacts in
the navigation pane was highlighted when I clicked on the folder icon.
However, when I walk my eyes up the folder hierarchy to the top, I can go no
further than “Personal Folders”. When I right click to get “Properties for
‘Personal Folders”, the General tab tells me the location is “Microsoft
Office Outlook”. Further down that window is another window preceded by
“When posting to this folder, use:…” and “IPM,Post” is selected. I have no
idea what that means. Finally – still in that Properties window – a check
mark appears preceding the sentence “Automatically generate Microsoft
Exchange view.” I believe Microsoft Exchange is a server that permits
multiple users to share files. I’m not engaged in such activity and wonder
if that should be unchecked.



As to finding the location of the Contact file, in the Folder List pane,
with Contacts highlighted, a right click brings the “Contact Properties”
folder up and tells me the location of this file is… “Personal Folders”.
Nothing more. The same “IPM,Contact” and check mark before the MS Exchange
statement appear as well.



So in short, Sue, >> What is the name of that root folder? Does it have a
little house icon next to it?<< the name is “Personal Folders” and it does
have a little house in the icon.



Is it there some way for me to view both of these Contact files side by side
like I can the two Calendars so I can compare the two and decide what to
transfer? Once done, will a simple “Close” command do the trick or is there
a way to get rid of that second Contacts permanently?



Regarding your suggestion to remove BCM from the email profile, it may come
to that. I find the features in BCM intriguing and would like to learn
more …but I also don’t want to get further entangled. I’ll have to weigh the
risks.



I don't think you understood what I asked you to do. Try this:

1) In the Contacts navigation pane, click Contacts (the first listing
below).

2) At the bottom of the navigation pane, click the Folder List button.

3) Look in the folder list. You should see the Contacts folder highlighted,
in the context of the information store that contains it. Walk your eyes up
the folder hierarchy until you get to the top folder of the store that
contains the Contacts folder. What is the name of that root folder? Does it
have a little house icon next to it?

Outlook is currently using all .pst files that you see in the folder list.
You can see the path of any .pst file by right-clicking the root folder of
that set of folders in the folder list, choosing Properties, then clicking
Advanced.

If you are not using BCM and don't plan to use it, you might as well remove
it from your email profile (Tools | E-mail Accounts) and lessen some of your
confusion.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
 
When I right click to get “Properties for
‘Personal Folders”, the General tab tells me the location is “Microsoft
Office Outlook”.
Click to expand...

To get the location of the Personal Folders .pst file, you must click the Advanced button in that dialog. Repeat for the other one in the folder hierarchy.
So in short, Sue, >> What is the name of that root folder? Does it have a
little house icon next to it?<< the name is “Personal Folders” and it does
have a little house in the icon.
Click to expand...

That means that it is your default information store.
Is it there some way for me to view both of these Contact files side by side
like I can the two Calendars so I can compare the two and decide what to
transfer?
Click to expand...

You will need to open them in separate windows to make that comparison. Display one folder as you normally would. Right-click the other and choose Open in New Window.

Note that these are Outlook folders, not individual files.
Once done, will a simple “Close” command do the trick or is there
a way to get rid of that second Contacts permanently?
Click to expand...

Yes and no. Right-clicking the top-level of that particular Personal Folders file and choosing Close will remove it from the Outlook display. The .pst file itself, however, is not deleted.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
 
...consolidate them by dragging items from one folder to another then
Good morning, Sue. I'm consolidating my two "Contacts" folders but can't
find a Close command. I'm using Outlook 2003 (11.6359.6408) SP1. I've
selected the Folder List at the bottom of the navigation pane, highlighted
the "Contacts" icon, right clicked, but there's no "Close" command. There's
an "Open" and a "Remove From My Contacts" but no "Close".

Yes, that's what I wanted you to see. (But you didn't answer my icon
question.) You (and you alone) must decide whether to continue using both
Personal Folders files or to consolidate them by dragging items from one
folder to another then closing the unwanted folder by right-clicking it and
choosing Close.

Again, I urge strongly you to stick with the Folder List instead of using
the Mail navigation pane, which will *****NOT***** show you all your
folders. Only the Folder List can do that.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
 
An individual folder has no Close command. Only the top-level folder of the information store has a CLose command, to close the entire store.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
 
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