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MS Office Forum / Outlook / Contacts / March 2006Sort Order for Contacts
When I create an email and click on the "To" button and select Contacts from the "Show Names from the" drop down box my contacts are sorted in First Name order. How do I change it to Last Name? I've searched help and have been frustrated. Thanks - Al Keep searching here, not Help. It's posted here daily. If you fail, then at least provide your Outlook version so we can repost for you.  SignatureRuss Valentine [MVP-Outlook] > When I create an email and click on the "To" button and select Contacts > from [quoted text clipped - 5 lines] > > Thanks - Al The version is: Outlook 2003 (11.6359.63060) SP1 > Keep searching here, not Help. It's posted here daily. > If you fail, then at least provide your Outlook version so we can repost for [quoted text clipped - 8 lines] > > > > Thanks - Al Go to Tools > E-mail accounts > View or change existing directories or address books > Outlook Address Book > Change. > Set your sort order there SignatureRuss Valentine [MVP-Outlook] > The version is: Outlook 2003 (11.6359.63060) SP1 > [quoted text clipped - 11 lines] >> > >> > Thanks - Al Works - Thanks. > Go to Tools > E-mail accounts > View or change existing directories or > address books > Outlook Address Book > Change. > Set your sort order there [quoted text clipped - 14 lines] > >> > > >> > Thanks - Al I followed the path below. However at 'view or change existing directories' - there is no mention of address books. Where does this exist? > Go to Tools > E-mail accounts > View or change existing directories or > address books > Outlook Address Book > Change. > Set your sort order there [quoted text clipped - 14 lines] > >> > > >> > Thanks - Al It will be there if your are using Outlook 2002 or 2003 and have added it. There are plenty of directions: http://support.microsoft.com/default.aspx?scid=kb;en-us;287563&Product=ol2002 SignatureRuss Valentine [MVP-Outlook] >I followed the path below. However at 'view or change existing >directories' [quoted text clipped - 22 lines] >> >> > >> >> > Thanks - Al Russ, Something does seem different from Outlook 2000 to Outlook 2003. Didn't we used to be able to open up a group and change the sort by clicking on the column headings "within that group only" to sort on a contacts last name? If I click on "Full name" it sorts all contacts that way I have to go back to "Define Views" and "Reset" it back to default (Categories) after I find my name. What am I doing wrong? How can I temporarily resort one group without affecting all of my groups? Jim H. > It will be there if your are using Outlook 2002 or 2003 and have added it. > There are plenty of directions: http://support.microsoft.com/default.aspx?scid=kb;en-us;287563&Product=ol2002 > >I followed the path below. However at 'view or change existing > >directories' [quoted text clipped - 22 lines] > >> >> > > >> >> > Thanks - Al This has never been possible in the Outlook Address Book. Most likely you were using Outlook 2000 in IMO mode, which was a stripped down version of Outlook without full MAPI capability. It had to use the Windows Address Book instead, which does have this feature. SignatureRuss Valentine [MVP-Outlook] > Russ, > [quoted text clipped - 41 lines] >> >> >> > >> >> >> > Thanks - Al Hmmm, yes you are correct. I had forgotten about that and it gave us some other headaches as well. Is there any way to change the sort a group without affecting other groups? Jim H. > This has never been possible in the Outlook Address Book. > Most likely you were using Outlook 2000 in IMO mode, which was a stripped [quoted text clipped - 17 lines] > >> it. > >> There are plenty of directions: http://support.microsoft.com/default.aspx?scid=kb;en-us;287563&Product=ol2002 > >> >I followed the path below. However at 'view or change existing > >> >directories' [quoted text clipped - 22 lines] > >> >> >> > > >> >> >> > Thanks - Al I don't understand your question or what you mean by groups. The Outlook Address Book does not use groups. SignatureRuss Valentine [MVP-Outlook] > Hmmm, yes you are correct. I had forgotten about that and it gave us some > other headaches as well. Is there any way to change the sort a group [quoted text clipped - 61 lines] >> >> >> >> > >> >> >> >> > Thanks - Al I am sorry, I meant to say "categories" not groups. Originally, I had all my contacts in the "File As" column to be Business, FirstName, LastName without categories. I have since broken down my contacts (about 1,000) into half dozen categories, each of which is 200-300 entries, and dropped the business name in the "File As" so that they appear as LastName, FirstName. When I open each category, about half the names are sorted by the "File As" column LastName, FirstName and the other half by Business, FirstName, LastName. The first column "Full Name" has the FirstName LastName fields. My questions Question #1: How can I get rid of the BusinessName and have all my contacts in the "File As" be entered as "LastName, FirstName"? I can only seem to do this by going into each individual entry (about 500 of them) and changing the File As entry. I tried to do this by exporting and reimporting the contacts, but that messed everything up. Every entry had SMTP in it. Question #2: Is it possible to sort the display of one category by clicking on the column heading (say Full Name) so that category shows a sort by FirstName Lastname. When I do this, it seems to sort all contacts this way and I have lost the category sort, do I go back in and set the default under "Define Views". Thanks for any help. > I don't understand your question or what you mean by groups. > The Outlook Address Book does not use groups. [quoted text clipped - 31 lines] > >> >> it. > >> >> There are plenty of directions: http://support.microsoft.com/default.aspx?scid=kb;en-us;287563&Product=ol2002 > >> >> >I followed the path below. However at 'view or change existing > >> >> >directories' [quoted text clipped - 26 lines] > >> >> >> >> > > >> >> >> >> > Thanks - Al 1. You can only change the File As.. field for existing Contacts by running code. http://support.microsoft.com/default.aspx?scid=kb;en-us;291144&Product=ol2002 2. Outlook 2003 changed the way the "By Category" view is sorted to make it much more difficult. Now you must use the Detailed or Simple List view, show the columns you want to see (field chooser), click the column (eg Last Name) you want to sort by, THEN use the group by box to group by Category. That should retain sorting as well as the grouping. SignatureRuss Valentine [MVP-Outlook] >I am sorry, I meant to say "categories" not groups. Originally, I had all >my [quoted text clipped - 112 lines] >> >> >> >> >> > >> >> >> >> >> > Thanks - Al Is there any prayer that Outlook 2003 "fixes" the "By Category" view to enable sorting as it worked in previous version and how it is defined in the help. See text below. Can this be submitted to someone for consideration? Help text if you search "Sort a list of messages, contacts, notes, or files": If you are using single-line layout, the field by which the table is sorted (if the field is included in the current view) will be indicated by an arrow in the field column heading. To change the sort order based on the current arrangement, click the column heading. > 1. You can only change the File As.. field for existing Contacts by running > code. [quoted text clipped - 121 lines] > >> >> >> >> >> > > >> >> >> >> >> > Thanks - Al You're multiposting. Read your replies. SignatureRuss Valentine [MVP-Outlook] > Is there any prayer that Outlook 2003 "fixes" the "By Category" view to > enable sorting as it worked in previous version and how it is defined in [quoted text clipped - 153 lines] >> >> >> >> >> >> > >> >> >> >> >> >> > Thanks - Al not exactly. I posted my original thread and then found this one to ask if there is any means to report a bug in outlook. thanks for help on the other thread jeff > You're multiposting. Read your replies. > > Is there any prayer that Outlook 2003 "fixes" the "By Category" view to [quoted text clipped - 154 lines] > >> >> >> >> >> >> > > >> >> >> >> >> >> > Thanks - Al Did you ever find a solution to being able to sort by a column within Sort By Category other than the default column? I have the problem you mention driving me nuts where when I click on a column to change the sort it sorts the entire contact list and removes the Category Groupings. Thanks, M. Leatherwood > not exactly. I posted my original thread and then found this one to ask if > there is any means to report a bug in outlook. thanks for help on the other [quoted text clipped - 160 lines] > > >> >> >> >> >> >> > > > >> >> >> >> >> >> > Thanks - Al How is this done in Outlook 2000? I have SP-3. > Go to Tools > E-mail accounts > View or change existing directories or > address books > Outlook Address Book > Change. > Set your sort order there [quoted text clipped - 14 lines] > >> > > >> > Thanks - Al Outlook 2000 existed as two completely separate versions. The answer would depend on your mail support mode. Corporate/Workgroup mode: Tools menu > Services > Highlight the Outlook Address Book service > Click Properties > Set sort order Internet Mail Only mode: Tools menu > Address Book > View menu > Sort by SignatureRuss Valentine [MVP-Outlook] > How is this done in Outlook 2000? I have SP-3. > [quoted text clipped - 20 lines] >> >> > >> >> > Thanks - Al |
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