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MS Office Forum / Outlook / Contacts / July 2005searching all items across multiple public folders
i've been following these threads and would like to know more. we're a small co. currently running small business 2k3 w/ exchange as our email. we've setup one public folder which contains many other folders consisting of contact lists for marketing purposes. i made a huge mistake in assuming that we would be able to search multiple public folders for any and all activities for a particluar contact using outlook 2k3. as far as i've seen it cannot be done. so here are my questions: firstly, am i correct in my conclusions that i will be unable to search ALL activities over multiple public folders using outlook 2k3 ? secondly, would i be wasting my time (again) in attempting to implement BCM to do the same thing ? finally, does anybody know of anything that will work WITH exchange to allow me to do this ? thanks. You cannot search across multiple public folders. Searches must be done on one folder at a time. Question for you: Why do you have Contacts in multiple folders? Why not use just the one folder and assign categories to the contacts and filter your public contact folder when you want to find just the contact from, say, ABC company? There is really no reason to have multiple folders of the same type if you use categories.  Signature--? Milly Staples [MVP - Outlook] Post all replies to the group to keep the discussion intact. Due to the (insert latest virus name here) virus, all mail sent to my personal account will be deleted without reading. After furious head scratching, stevelinden asked: | i've been following these threads and would like to know more. | we're a small co. currently running small business 2k3 w/ [quoted text clipped - 12 lines] | finally, does anybody know of anything that will work WITH exchange | to allow me to do this ? thanks. i can certainly give that a shot. the objective here is to be able to use the "activities" feature of any and all contacts to be able to view "all items" (emails, phone calls, etc.) from all exchange users. i.e., if i email contact #1 then any other exchange user will be privy to that email using the "all items" search within "activities" for contact #1. does this make sense? > You cannot search across multiple public folders. Searches must be done on > one folder at a time. [quoted text clipped - 21 lines] > | finally, does anybody know of anything that will work WITH exchange > | to allow me to do this ? thanks. See if this helps: http://www.slipstick.com/journal/pubjournal.htm Signature--? Milly Staples [MVP - Outlook] Post all replies to the group to keep the discussion intact. Due to the (insert latest virus name here) virus, all mail sent to my personal account will be deleted without reading. After furious head scratching, stevelinden asked: | i can certainly give that a shot. | [quoted text clipped - 42 lines] ||| finally, does anybody know of anything that will work WITH exchange ||| to allow me to do this ? thanks. Why can't you search across multiple public folders? Shouldn't you be able to search a folder and it's subfolders? Why would a "public" folder act differently than a regular folder? > You cannot search across multiple public folders. Searches must be done on > one folder at a time. [quoted text clipped - 21 lines] > | finally, does anybody know of anything that will work WITH exchange > | to allow me to do this ? thanks. It's a restriction due to the design of the mail store for public folders. Searches across more than one folder are limited to mailbox or PST mail stores. SignatureKen Slovak [MVP - Outlook] http://www.slovaktech.com Author: Absolute Beginner's Guide to Microsoft Office Outlook 2003 Reminder Manager, Extended Reminders, Attachment Options http://www.slovaktech.com/products.htm > Why can't you search across multiple public folders? Shouldn't you be > able > to search a folder and it's subfolders? Why would a "public" folder act > differently than a regular folder? Thanks! I have a better understanding of that now. Does this mean if I want to share a directory tree of searchable subfolder mail objects my best choice will be using PST folders? Right now my group has a PST that we use on a shared drive but if one user opens the PST and modifies it, no one else can even view it until that original user completely exits out of Outlook. As you can imagine, that can really slow things down for us. It seems to me that there should be a better way. :) > It's a restriction due to the design of the mail store for public folders. > Searches across more than one folder are limited to mailbox or PST mail [quoted text clipped - 4 lines] > > to search a folder and it's subfolders? Why would a "public" folder act > > differently than a regular folder? For one thing, using a PST on a network share is not supported by MS. It can lead to all sorts of problems such as a corrupted PST file or one that's permanently locked. Also, as you've noted PST files can't be shared. If you have full text indexing on your Exchange server you can use other tools for searching across folders or even use an addin tool that does it. The problem with public folders for Advanced Find or Find is that they create a temporary search folder and search folders aren't supported there. You need a Finder folder, which a public folder store doesn't have. You might want to look at the utilities pages at www.slipstick.com. You probably can find some search tools that might suit you. SignatureKen Slovak [MVP - Outlook] http://www.slovaktech.com Author: Absolute Beginner's Guide to Microsoft Office Outlook 2003 Reminder Manager, Extended Reminders, Attachment Options http://www.slovaktech.com/products.htm > Thanks! I have a better understanding of that now. Does this mean if I > want [quoted text clipped - 7 lines] > that > there should be a better way. :) Thanks Ken! > For one thing, using a PST on a network share is not supported by MS. It can > lead to all sorts of problems such as a corrupted PST file or one that's [quoted text clipped - 20 lines] > > that > > there should be a better way. :) |
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