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#1
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How to delete duplicate contacts folders in Office XP?
Hi,
I have a client who has Office XP and when they go to create a new email and they click on the "To:" button, an error is reported with the contacts, and they need to select the second "contacts" option from the top right of the page "Show names from" section. I have seen this problem before with Office 97 and knew how to remove the corrupted Contacts file/folder and leave the correct one in place. But I can't seem to find how to do it for Office XP. If my explanation needs better explaining, just say so. Any help is appreciated, rob. -- MCSE 2000 |
#2
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Just remove the invalid reference to a Contacts Folder he
Tools E-mail accounts View or change existing directories or address books Outlook Address Book Change. -- Russ Valentine [MVP-Outlook] "Robert O'Connell" wrote in message ... Hi, I have a client who has Office XP and when they go to create a new email and they click on the "To:" button, an error is reported with the contacts, and they need to select the second "contacts" option from the top right of the page "Show names from" section. I have seen this problem before with Office 97 and knew how to remove the corrupted Contacts file/folder and leave the correct one in place. But I can't seem to find how to do it for Office XP. If my explanation needs better explaining, just say so. Any help is appreciated, rob. -- MCSE 2000 |
#3
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I have the same problem, but I got there because my pst file was corrupted.
I've recovered most things from a backup file, but before deleting the old Contacts (which I don't seem to be able to find under Contacts) I'd like to import those or combine it with the "new" set. How can I combine these before deleting the old one? Thanks, Richard "Russ Valentine [MVP-Outlook]" wrote: Just remove the invalid reference to a Contacts Folder he Tools E-mail accounts View or change existing directories or address books Outlook Address Book Change. -- Russ Valentine [MVP-Outlook] "Robert O'Connell" wrote in message ... Hi, I have a client who has Office XP and when they go to create a new email and they click on the "To:" button, an error is reported with the contacts, and they need to select the second "contacts" option from the top right of the page "Show names from" section. I have seen this problem before with Office 97 and knew how to remove the corrupted Contacts file/folder and leave the correct one in place. But I can't seem to find how to do it for Office XP. If my explanation needs better explaining, just say so. Any help is appreciated, rob. -- MCSE 2000 |
#4
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This is not the same problem at all. Deleting an outdated reference to a
Contacts Folder does nothing to the data itself. What is it you really need to do? Normally one just opens a backup PST file and copies any data you need from it into your current PST file. Importing is not advised. -- Russ Valentine [MVP-Outlook] "Richard" wrote in message ... I have the same problem, but I got there because my pst file was corrupted. I've recovered most things from a backup file, but before deleting the old Contacts (which I don't seem to be able to find under Contacts) I'd like to import those or combine it with the "new" set. How can I combine these before deleting the old one? Thanks, Richard "Russ Valentine [MVP-Outlook]" wrote: Just remove the invalid reference to a Contacts Folder he Tools E-mail accounts View or change existing directories or address books Outlook Address Book Change. -- Russ Valentine [MVP-Outlook] "Robert O'Connell" wrote in message ... Hi, I have a client who has Office XP and when they go to create a new and they click on the "To:" button, an error is reported with the contacts, and they need to select the second "contacts" option from the top right of the page "Show names from" section. I have seen this problem before with Office 97 and knew how to remove the corrupted Contacts file/folder and leave the correct one in place. But I can't seem to find how to do it for Office XP. If my explanation needs better explaining, just say so. Any help is appreciated, rob. -- MCSE 2000 |
#5
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The problem is the old pst file is corrupted and essentially hangs the
system. chkdsk finds no problem with the drive; the file is bad. XP is unable to copy the file. The inbox repair tool cannot read the file. So copying from my old pst file does not seem very promising. Now the name on the old corrupted file has been changed and the file moved out of the current directory. Outlook should not have any access to that file. In the Contacts screen I show only one set of contacts, and many key names are missing. When I click a "To" label while creating a message, the pop-up window allows me to choose between two different Contacts list, both labeled the same. So I do have two sets of contacts. Clearly one is in the new pst file that I'm building. I do not know where the other Contacts list is coming from, but it has many entries that I would like to have. Your suggestion above, to a slightly different problem, shows me how to open the tool and delete the old list. That will be good, but I would like to get the names out of it first. The "check names" function on a new message does not locate addresses stored in the old Contacts list. So what I "really need to do" is to copy the names from this mysterious Contacts list, that I don't know how to access except when creating a message using the To/cc button, into the current Contacts list that is part of my pst file. Then I'll follow the instruction you already provided to delete the extra Contacts list. I appreciate you help! Richard "Russ Valentine [MVP-Outlook]" wrote: This is not the same problem at all. Deleting an outdated reference to a Contacts Folder does nothing to the data itself. What is it you really need to do? Normally one just opens a backup PST file and copies any data you need from it into your current PST file. Importing is not advised. -- Russ Valentine [MVP-Outlook] "Richard" wrote in message ... I have the same problem, but I got there because my pst file was corrupted. I've recovered most things from a backup file, but before deleting the old Contacts (which I don't seem to be able to find under Contacts) I'd like to import those or combine it with the "new" set. How can I combine these before deleting the old one? Thanks, Richard "Russ Valentine [MVP-Outlook]" wrote: Just remove the invalid reference to a Contacts Folder he Tools E-mail accounts View or change existing directories or address books Outlook Address Book Change. -- Russ Valentine [MVP-Outlook] "Robert O'Connell" wrote in message ... Hi, I have a client who has Office XP and when they go to create a new and they click on the "To:" button, an error is reported with the contacts, and they need to select the second "contacts" option from the top right of the page "Show names from" section. I have seen this problem before with Office 97 and knew how to remove the corrupted Contacts file/folder and leave the correct one in place. But I can't seem to find how to do it for Office XP. If my explanation needs better explaining, just say so. Any help is appreciated, rob. -- MCSE 2000 |
#6
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What you describe is not possible. You cannot display any data in the
Outlook Address Book that does not reside in one of the Contacts Folders in your profile. You'll need to examine your profile more carefully. Have you used Folder view to display your entire folder hierarchy? -- Russ Valentine [MVP-Outlook] "Richard" wrote in message ... The problem is the old pst file is corrupted and essentially hangs the system. chkdsk finds no problem with the drive; the file is bad. XP is unable to copy the file. The inbox repair tool cannot read the file. So copying from my old pst file does not seem very promising. Now the name on the old corrupted file has been changed and the file moved out of the current directory. Outlook should not have any access to that file. In the Contacts screen I show only one set of contacts, and many key names are missing. When I click a "To" label while creating a message, the pop-up window allows me to choose between two different Contacts list, both labeled the same. So I do have two sets of contacts. Clearly one is in the new pst file that I'm building. I do not know where the other Contacts list is coming from, but it has many entries that I would like to have. Your suggestion above, to a slightly different problem, shows me how to open the tool and delete the old list. That will be good, but I would like to get the names out of it first. The "check names" function on a new message does not locate addresses stored in the old Contacts list. So what I "really need to do" is to copy the names from this mysterious Contacts list, that I don't know how to access except when creating a message using the To/cc button, into the current Contacts list that is part of my pst file. Then I'll follow the instruction you already provided to delete the extra Contacts list. I appreciate you help! Richard "Russ Valentine [MVP-Outlook]" wrote: This is not the same problem at all. Deleting an outdated reference to a Contacts Folder does nothing to the data itself. What is it you really need to do? Normally one just opens a backup PST file and copies any data you need from it into your current PST file. Importing is not advised. -- Russ Valentine [MVP-Outlook] "Richard" wrote in message ... I have the same problem, but I got there because my pst file was corrupted. I've recovered most things from a backup file, but before deleting the old Contacts (which I don't seem to be able to find under Contacts) I'd like to import those or combine it with the "new" set. How can I combine these before deleting the old one? Thanks, Richard "Russ Valentine [MVP-Outlook]" wrote: Just remove the invalid reference to a Contacts Folder he Tools E-mail accounts View or change existing directories or address books Outlook Address Book Change. -- Russ Valentine [MVP-Outlook] "Robert O'Connell" wrote in message ... Hi, I have a client who has Office XP and when they go to create a new and they click on the "To:" button, an error is reported with the contacts, and they need to select the second "contacts" option from the top right of the page "Show names from" section. I have seen this problem before with Office 97 and knew how to remove the corrupted Contacts file/folder and leave the correct one in place. But I can't seem to find how to do it for Office XP. If my explanation needs better explaining, just say so. Any help is appreciated, rob. -- MCSE 2000 |
#7
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Russ, if you are refering to the heirachy of folders on the left side, then
"yes" - I always have that displayed. It shows that I have 7 main or top-level folders (files). Using the "Go" "Folder List" it reveals more info, and two of the files has a Contacts subfolder. So that is where the list came from. I have no idea why 2, and not 7, of these exist, but that is probably not worth trying to figure out. Most of my contacts are in the Contacts of the Personal top-level folder. The other one only has 2 names in it. I just drug both of them to the main Contacts in Personal. No other top-level fonder includes a Contacts sub-folder. Next I initiaated a new message, and clicked the "To" button. The "Select Names" pop-up shows "Contacts" in the "Show Names from the:" field. The names I just moved into my "main" Contacts are not there. The options in this field are "Outlook Address Book", "Contacts", or "Contacts". The names I just moved are included in the second "Contacts" selection. Back in the main Outlook screen - if I select "Tools" and "Email Accounts" and then under "Directory" I select "View of change existing directories or address books" I find a single MAPI entry of "Outlook Address Book". If I click Change for it I get a new pop-up with two entries, both "Contacts: Personal". I can find no way to differentiate between the two entries, but I could select either one. So somehow when it comes to the address book it appears that Outlook thinks there are two separate files. When I simply open the ADdress Book I also see two "Contacts" listed (makes sense - same utility). Now, with the Address Book open, clicking on the File menu has "Add to contacts" greyed out for one "Contacts" but active for the other. The Properties for both simply say "Personal". Same is true of the Add to Contacts icon. What can I describe better for you? I still need to get all the addresses into a single "Contacts" to move forward.... Thanks for your patience, Richard "Russ Valentine [MVP-Outlook]" wrote: What you describe is not possible. You cannot display any data in the Outlook Address Book that does not reside in one of the Contacts Folders in your profile. You'll need to examine your profile more carefully. Have you used Folder view to display your entire folder hierarchy? -- Russ Valentine [MVP-Outlook] "Richard" wrote in message ... The problem is the old pst file is corrupted and essentially hangs the system. chkdsk finds no problem with the drive; the file is bad. XP is unable to copy the file. The inbox repair tool cannot read the file. So copying from my old pst file does not seem very promising. Now the name on the old corrupted file has been changed and the file moved out of the current directory. Outlook should not have any access to that file. In the Contacts screen I show only one set of contacts, and many key names are missing. When I click a "To" label while creating a message, the pop-up window allows me to choose between two different Contacts list, both labeled the same. So I do have two sets of contacts. Clearly one is in the new pst file that I'm building. I do not know where the other Contacts list is coming from, but it has many entries that I would like to have. Your suggestion above, to a slightly different problem, shows me how to open the tool and delete the old list. That will be good, but I would like to get the names out of it first. The "check names" function on a new message does not locate addresses stored in the old Contacts list. So what I "really need to do" is to copy the names from this mysterious Contacts list, that I don't know how to access except when creating a message using the To/cc button, into the current Contacts list that is part of my pst file. Then I'll follow the instruction you already provided to delete the extra Contacts list. I appreciate you help! Richard "Russ Valentine [MVP-Outlook]" wrote: This is not the same problem at all. Deleting an outdated reference to a Contacts Folder does nothing to the data itself. What is it you really need to do? Normally one just opens a backup PST file and copies any data you need from it into your current PST file. Importing is not advised. -- Russ Valentine [MVP-Outlook] "Richard" wrote in message ... I have the same problem, but I got there because my pst file was corrupted. I've recovered most things from a backup file, but before deleting the old Contacts (which I don't seem to be able to find under Contacts) I'd like to import those or combine it with the "new" set. How can I combine these before deleting the old one? Thanks, Richard "Russ Valentine [MVP-Outlook]" wrote: Just remove the invalid reference to a Contacts Folder he Tools E-mail accounts View or change existing directories or address books Outlook Address Book Change. -- Russ Valentine [MVP-Outlook] "Robert O'Connell" wrote in message ... Hi, I have a client who has Office XP and when they go to create a new and they click on the "To:" button, an error is reported with the contacts, and they need to select the second "contacts" option from the top right of the page "Show names from" section. I have seen this problem before with Office 97 and knew how to remove the corrupted Contacts file/folder and leave the correct one in place. But I can't seem to find how to do it for Office XP. If my explanation needs better explaining, just say so. Any help is appreciated, rob. -- MCSE 2000 |
#8
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Shouldn't be hard. Just move all Contacts into the main folder. Delete the
other folders. Delete the reference to the other folders. Restart Outlook. -- Russ Valentine [MVP-Outlook] "Richard" wrote in message ... Russ, if you are refering to the heirachy of folders on the left side, then "yes" - I always have that displayed. It shows that I have 7 main or top-level folders (files). Using the "Go" "Folder List" it reveals more info, and two of the files has a Contacts subfolder. So that is where the list came from. I have no idea why 2, and not 7, of these exist, but that is probably not worth trying to figure out. Most of my contacts are in the Contacts of the Personal top-level folder. The other one only has 2 names in it. I just drug both of them to the main Contacts in Personal. No other top-level fonder includes a Contacts sub-folder. Next I initiaated a new message, and clicked the "To" button. The "Select Names" pop-up shows "Contacts" in the "Show Names from the:" field. The names I just moved into my "main" Contacts are not there. The options in this field are "Outlook Address Book", "Contacts", or "Contacts". The names I just moved are included in the second "Contacts" selection. Back in the main Outlook screen - if I select "Tools" and "Email Accounts" and then under "Directory" I select "View of change existing directories or address books" I find a single MAPI entry of "Outlook Address Book". If I click Change for it I get a new pop-up with two entries, both "Contacts: Personal". I can find no way to differentiate between the two entries, but I could select either one. So somehow when it comes to the address book it appears that Outlook thinks there are two separate files. When I simply open the ADdress Book I also see two "Contacts" listed (makes sense - same utility). Now, with the Address Book open, clicking on the File menu has "Add to contacts" greyed out for one "Contacts" but active for the other. The Properties for both simply say "Personal". Same is true of the Add to Contacts icon. What can I describe better for you? I still need to get all the addresses into a single "Contacts" to move forward.... Thanks for your patience, Richard "Russ Valentine [MVP-Outlook]" wrote: What you describe is not possible. You cannot display any data in the Outlook Address Book that does not reside in one of the Contacts Folders in your profile. You'll need to examine your profile more carefully. Have you used Folder view to display your entire folder hierarchy? -- Russ Valentine [MVP-Outlook] "Richard" wrote in message ... The problem is the old pst file is corrupted and essentially hangs the system. chkdsk finds no problem with the drive; the file is bad. XP is unable to copy the file. The inbox repair tool cannot read the file. So copying from my old pst file does not seem very promising. Now the name on the old corrupted file has been changed and the file moved out of the current directory. Outlook should not have any access to that file. In the Contacts screen I show only one set of contacts, and many key names are missing. When I click a "To" label while creating a message, the pop-up window allows me to choose between two different Contacts list, both labeled the same. So I do have two sets of contacts. Clearly one is in the new pst file that I'm building. I do not know where the other Contacts list is coming from, but it has many entries that I would like to have. Your suggestion above, to a slightly different problem, shows me how to open the tool and delete the old list. That will be good, but I would like to get the names out of it first. The "check names" function on a new message does not locate addresses stored in the old Contacts list. So what I "really need to do" is to copy the names from this mysterious Contacts list, that I don't know how to access except when creating a message using the To/cc button, into the current Contacts list that is part of my pst file. Then I'll follow the instruction you already provided to delete the extra Contacts list. I appreciate you help! Richard "Russ Valentine [MVP-Outlook]" wrote: This is not the same problem at all. Deleting an outdated reference to a Contacts Folder does nothing to the data itself. What is it you really need to do? Normally one just opens a backup PST file and copies any data you need from it into your current PST file. Importing is not advised. -- Russ Valentine [MVP-Outlook] "Richard" wrote in message ... I have the same problem, but I got there because my pst file was corrupted. I've recovered most things from a backup file, but before deleting the old Contacts (which I don't seem to be able to find under Contacts) I'd like to import those or combine it with the "new" set. How can I combine these before deleting the old one? Thanks, Richard "Russ Valentine [MVP-Outlook]" wrote: Just remove the invalid reference to a Contacts Folder he Tools E-mail accounts View or change existing directories or address books Outlook Address Book Change. -- Russ Valentine [MVP-Outlook] "Robert O'Connell" wrote in message ... Hi, I have a client who has Office XP and when they go to create a new and they click on the "To:" button, an error is reported with the contacts, and they need to select the second "contacts" option from the top right of the page "Show names from" section. I have seen this problem before with Office 97 and knew how to remove the corrupted Contacts file/folder and leave the correct one in place. But I can't seem to find how to do it for Office XP. If my explanation needs better explaining, just say so. Any help is appreciated, rob. -- MCSE 2000 |
#9
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Russ, my difficulty is identifying a way to move those contacts. The only way
I can find them is with the Address Book open, and that does not allow drag-n-drop, nor do I find a way to "move" the contacts easily. This is effectively my query.... It does appear that I can open each contact, one-by-one, and move it to another folder. For well over 100 contacts that is overly exciting.... :-( Richard "Russ Valentine [MVP-Outlook]" wrote: Shouldn't be hard. Just move all Contacts into the main folder. Delete the other folders. Delete the reference to the other folders. Restart Outlook. -- Russ Valentine [MVP-Outlook] "Richard" wrote in message ... Russ, if you are refering to the heirachy of folders on the left side, then "yes" - I always have that displayed. It shows that I have 7 main or top-level folders (files). Using the "Go" "Folder List" it reveals more info, and two of the files has a Contacts subfolder. So that is where the list came from. I have no idea why 2, and not 7, of these exist, but that is probably not worth trying to figure out. Most of my contacts are in the Contacts of the Personal top-level folder. The other one only has 2 names in it. I just drug both of them to the main Contacts in Personal. No other top-level fonder includes a Contacts sub-folder. Next I initiaated a new message, and clicked the "To" button. The "Select Names" pop-up shows "Contacts" in the "Show Names from the:" field. The names I just moved into my "main" Contacts are not there. The options in this field are "Outlook Address Book", "Contacts", or "Contacts". The names I just moved are included in the second "Contacts" selection. Back in the main Outlook screen - if I select "Tools" and "Email Accounts" and then under "Directory" I select "View of change existing directories or address books" I find a single MAPI entry of "Outlook Address Book". If I click Change for it I get a new pop-up with two entries, both "Contacts: Personal". I can find no way to differentiate between the two entries, but I could select either one. So somehow when it comes to the address book it appears that Outlook thinks there are two separate files. When I simply open the ADdress Book I also see two "Contacts" listed (makes sense - same utility). Now, with the Address Book open, clicking on the File menu has "Add to contacts" greyed out for one "Contacts" but active for the other. The Properties for both simply say "Personal". Same is true of the Add to Contacts icon. What can I describe better for you? I still need to get all the addresses into a single "Contacts" to move forward.... Thanks for your patience, Richard "Russ Valentine [MVP-Outlook]" wrote: What you describe is not possible. You cannot display any data in the Outlook Address Book that does not reside in one of the Contacts Folders in your profile. You'll need to examine your profile more carefully. Have you used Folder view to display your entire folder hierarchy? -- Russ Valentine [MVP-Outlook] "Richard" wrote in message ... The problem is the old pst file is corrupted and essentially hangs the system. chkdsk finds no problem with the drive; the file is bad. XP is unable to copy the file. The inbox repair tool cannot read the file. So copying from my old pst file does not seem very promising. Now the name on the old corrupted file has been changed and the file moved out of the current directory. Outlook should not have any access to that file. In the Contacts screen I show only one set of contacts, and many key names are missing. When I click a "To" label while creating a message, the pop-up window allows me to choose between two different Contacts list, both labeled the same. So I do have two sets of contacts. Clearly one is in the new pst file that I'm building. I do not know where the other Contacts list is coming from, but it has many entries that I would like to have. Your suggestion above, to a slightly different problem, shows me how to open the tool and delete the old list. That will be good, but I would like to get the names out of it first. The "check names" function on a new message does not locate addresses stored in the old Contacts list. So what I "really need to do" is to copy the names from this mysterious Contacts list, that I don't know how to access except when creating a message using the To/cc button, into the current Contacts list that is part of my pst file. Then I'll follow the instruction you already provided to delete the extra Contacts list. I appreciate you help! Richard "Russ Valentine [MVP-Outlook]" wrote: This is not the same problem at all. Deleting an outdated reference to a Contacts Folder does nothing to the data itself. What is it you really need to do? Normally one just opens a backup PST file and copies any data you need from it into your current PST file. Importing is not advised. -- Russ Valentine [MVP-Outlook] "Richard" wrote in message ... I have the same problem, but I got there because my pst file was corrupted. I've recovered most things from a backup file, but before deleting the old Contacts (which I don't seem to be able to find under Contacts) I'd like to import those or combine it with the "new" set. How can I combine these before deleting the old one? Thanks, Richard "Russ Valentine [MVP-Outlook]" wrote: Just remove the invalid reference to a Contacts Folder he Tools E-mail accounts View or change existing directories or address books Outlook Address Book Change. -- Russ Valentine [MVP-Outlook] "Robert O'Connell" wrote in message ... Hi, I have a client who has Office XP and when they go to create a new and they click on the "To:" button, an error is reported with the contacts, and they need to select the second "contacts" option from the top right of the page "Show names from" section. I have seen this problem before with Office 97 and knew how to remove the corrupted Contacts file/folder and leave the correct one in place. But I can't seem to find how to do it for Office XP. If my explanation needs better explaining, just say so. Any help is appreciated, rob. -- MCSE 2000 |
#10
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Richard wrote:
It does appear that I can open each contact, one-by-one, and move it to another folder. For well over 100 contacts that is overly exciting.... :-( Open one of the Contacts folders (in Outlook, not the Address Book), select the first contact by clicking on it, select them all with CTRL-A and then click EditCopy to Folder or right-click the selection and choose Move to Folder. Choose the Contacts folder where they should go as a destination. Alternatively, you can right-click the selection and drag-and-drop, choosing Copy or Move as you please. Then right-click the empty Contacts folder itself, choose Properties, click the Outlook Address Book tab, and uncheck "Show this folder as an e-mail Address Book" or open the address book, click ToolsOptions, select the empty Contacts folder and click Remove. If you don't know which one's the empty one by examining the name, in the address book, use the "Show Names from the" drop-down to see which one is empty. They're in the same order there that they are on ToolsOptions. -- Brian Tillman |
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