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MS Office Forum / Outlook / Contacts / March 2005Outlook 2002 - Duplicate Contact List
I guess I have messed up here having imported a outlook.pst into a new PC set-up. I have all my old emails & folders and a complete contact list. When I send a new email and click on "TO" I get a message stating that the address list could not be displayed and that the address list may have been moved etc. When I click OK I get a blank Select Names window with Contacts in the drop down box. Open this window I see Outlook Address Book, Contacts, Contacts, Personal Adress Book. The second Contact contains all my data as is usable. Can I remove the first so that I don't get the error window being displayed each time? Bob.. Yes. And you might as well remove the Personal Address Book too. Outlook hasn't used that for years. Next time, don't import a PST. Just open it and copy what you want or just reuse it as the default.  SignatureRuss Valentine [MVP-Outlook] >I guess I have messed up here having imported a outlook.pst into a new PC > set-up. I have all my old emails & folders and a complete contact list. [quoted text clipped - 14 lines] > > Bob.. > Yes. And you might as well remove the Personal Address Book too. Outlook > hasn't used that for years. [quoted text clipped - 18 lines] >> >> Bob.. Hi, I think I have the same problem, originating from the same misguided attempt at exporting data from one computer to another. Now I have two "Contact" lists in my pull-down menu, and it's causing me tremendous headaches. I have to manually update/correct entries in both lists to keep my addresses straight, or else I end up with both new and old addresses co-mingled in these lists. I've deleted one of two PST files, but it didn't seem to have any effect. Not sure what to do from here...any suggestions? Thanks, Brett Shoelson First, examine your Folder List view to make sure you have your Contacts Folders organized exactly as you wish (most users only want one, but you may want more) and that each contains the Contacts you want. Then remove and re-add the Outlook Address Book Service to reset it to your desired configuration. Be sure you restart Outlook in between. -- Russ Valentine [MVP-Outlook] >> Yes. And you might as well remove the Personal Address Book too. Outlook >> hasn't used that for years. [quoted text clipped - 30 lines] > Thanks, > Brett Shoelson Thanks, Russ. In my Folder List view, I have two Contacts folders--one under "Outlook Today," and a second under "Personal Folders." The second one appears to be more current. In any event, I'll be happy to delete the first and make the necessary corrections to the second. While I am not able to directly delete the first file, I was able to modify the Properties of the folder and, under the "Outlook Address Book" tab, I de-selected "Show this folder as an e-mail Address Book." That effectively removes the older list from my email Contacts, but I'm not sure that this is the correct way to approach the problem. (How will it affect my synching with my PDA, for instance?) I don't quite follow your instructions: how do I make sure that that the Contacts Folders are organized exactly how I want them if I can't delete one? And how do I remove and re-add the Address Book Service? Regards, Brett > First, examine your Folder List view to make sure you have your Contacts > Folders organized exactly as you wish (most users only want one, but you [quoted text clipped - 39 lines] >> Thanks, >> Brett Shoelson First things first. Why do you have two sets of Outlook Data Files? Do you need two? SignatureRuss Valentine [MVP-Outlook] > Thanks, Russ. In my Folder List view, I have two Contacts folders--one > under "Outlook Today," and a second under "Personal Folders." The second [quoted text clipped - 56 lines] >>> Thanks, >>> Brett Shoelson I have managed to sort out the problem by a bit of dabbling - dangerous I know! The original query was that basically the address book was defaulting to the first choice of CONTACT list which didn't contain any entries. The second CONTACT list contains all my entries. This is what I did. In the main Inbox view I chose TOOLS/ADDRESS BOOK/TOOLS/OPTIONS. In the Addressing window and the box headed "Show this address list first" I selected the second CONTACT. I restarted OUTLOOK and all is now well. Yes, I still have two CONTACT lists and there is probably a way of removing the empty one. With the names being the same, I am not going to try to delete it I case I choose the wrong one. Bob Hewitt > > Yes. And you might as well remove the Personal Address Book too. Outlook > > hasn't used that for years. [quoted text clipped - 28 lines] > Thanks, > Brett Shoelson You might want to figure out why you have two sets of Contact Folders. If you don't need two, I'd consolidate them all into your default Contacts Folder and delete the non-default. Sooner or later you'll end up getting mixed up between the two again. SignatureRuss Valentine [MVP-Outlook] >I have managed to sort out the problem by a bit of dabbling - dangerous I >know! [quoted text clipped - 57 lines] >> Thanks, >> Brett Shoelson Okay, I managed to merge the folders. (Probably not efficiently: I copied all entries from the old folder to the new one, and deleted dupes and outdated addresses.) All is good now, if I can only get rid of one of these! So how do I delete the non-default???? Brett > You might want to figure out why you have two sets of Contact Folders. If > you don't need two, I'd consolidate them all into your default Contacts [quoted text clipped - 64 lines] >>> Thanks, >>> Brett Shoelson Both of you are talking at once. I'm getting confused. Are you saying you can't just delete your second set of folders? Why not? SignatureRuss Valentine [MVP-Outlook] > Okay, I managed to merge the folders. (Probably not efficiently: I copied > all entries from the old folder to the new one, and deleted dupes and [quoted text clipped - 73 lines] >>>> Thanks, >>>> Brett Shoelson Brett here. Sorry to invade Bob's thread. I don't see any followup posts of his in my newsreader, so wasn't aware that my messages were interspersed confusingly with his. Yes, I seem to be unable to delete the non-default folder. Delete is grayed out, when I right click and when I drag down from the menu. And I don't know where the folder lives on my hard drive to circumvent Outlook's apparent attempt to protect me. Brett > Both of you are talking at once. I'm getting confused. > Are you saying you can't just delete your second set of folders? Why not? [quoted text clipped - 76 lines] >>>>> Thanks, >>>>> Brett Shoelson Ick. Then you have a corrupt profile. You must have tried to import your entire PST file into this profile. Did you? That confuses Outlook deeply. The only thing you can do is create a new profile from scratch. Just make sure you know the exact name and location of the PST file you want to use as your default. Outlook 2003 is exceedingly annoying in this regard, because it insists on creating a new default PST file whenever you create a new profile. If that happens, use these instructions to change the default file from the new (empty) one to the one that contains all your data: http://office.microsoft.com/en-us/assistance/HA010771141033.aspx SignatureRuss Valentine [MVP-Outlook] > Brett here. Sorry to invade Bob's thread. I don't see any followup posts > of his in my newsreader, so wasn't aware that my messages were [quoted text clipped - 87 lines] >>>>>> Thanks, >>>>>> Brett Shoelson Yes, Ick. I think that was exactly what I tried to do, thus confusing Outlook deeply. However, with your help I managed to merge the two folders, and to inactivate one of them. I'm with Bob on this...I think I'll try to live with it as is instead of going the route of new profile. I'm a programmer of sorts, but I'm not particularly adventurous with Microsoft's products. While I know enough to screw up my system by trying to import a PST profile, I simply don't know enough to know what is likely to make Outlook barf, nor how to recover from these errors. (BTW, I'm using Outlook 2002, not 2003.) Thanks very much for your help, Russ. Will post again if ignoring the problem causes any other issues. Brett > Ick. Then you have a corrupt profile. You must have tried to import your > entire PST file into this profile. Did you? That confuses Outlook deeply. [quoted text clipped - 99 lines] >>>>>>> Thanks, >>>>>>> Brett Shoelson I understand. For future reference, however, creating an new Outlook profile is hardly a draconian task and is one of the handiest techniques there is for solving the myriad problems that Outlook inflicts upon us mere mortals who follow what appear to be the most logical paths for data migration (like Import/Export, for example). Anyone who has ever performed an in place upgrade of Outlook or who has used Import/Export to transfer Outlook data will need to create a new profile to recover from what should have been an easy, straightforward process. Creating a new profile puts no data at risk and feels better than a car wash at the end of a long winter. Instructions here: http://support.microsoft.com/default.aspx?scid=kb;en-us;829918&Product=out2003 (BTW I knew you were using Outlook 2002, Bob. Wait. You're Brett. Anyway, these instructions apply equally to Outlook 2002 and 2003). SignatureRuss Valentine [MVP-Outlook] > Yes, Ick. I think that was exactly what I tried to do, thus confusing > Outlook deeply. However, with your help I managed to merge the two [quoted text clipped - 115 lines] >>>>>>>> Thanks, >>>>>>>> Brett Shoelson Bob here. It would be nice to delete the empty contacts list but I fear that I might remove the wrong one so I am happy to leave well alone unless there is a simple way to indentify it. Bob.. > Both of you are talking at once. I'm getting confused. > Are you saying you can't just delete your second set of folders? Why not? [quoted text clipped - 75 lines] > >>>> Thanks, > >>>> Brett Shoelson Hey Bob, No, there is no simple way to identify which folder is which. That would be too easy. Microsoft likes to challenge us to reach our potential (at least I heard something to that effect on NPR). The good news is that we get a "do-over" on this one. If you delete the wrong folder, it's easy to add back the correct one and delete the one you should have the first time. I've asked them to develop an algorithm to alert you when you delete the wrong one, but so far all they can come up with as a shock through your R mouse button that could defibrillate you. That's fine if you're actually fibrillating (I have other uses for that), but not so great if you're not. SignatureRuss Valentine [MVP-Outlook] > Bob here. > [quoted text clipped - 97 lines] >> >>>> Thanks, >> >>>> Brett Shoelson |
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