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MS Office Forum / Outlook / Contacts / August 2007Contact Display Names
I would like to have Outlook display my contacts by their name rather than their e-mail address. Is there a way to automatically set the full name as the display name, or do I have to manually enter the display name each time. You provided no information. Displayed where and in what version of Outlook?  SignatureRuss Valentine [MVP-Outlook] >I would like to have Outlook display my contacts by their name rather than > their e-mail address. Is there a way to automatically set the full name > as > the display name, or do I have to manually enter the display name each > time. Thank you for responding to my post. I'm using Outlook 2003. In the Contact form under the General Tab there is a field called "Display as". My version of Outlook as it was configured on installation automatically fills this in with the email address. In other versions I've used there is a way to get Outlook to automatically fill that in with the full name. That is what I want to do. Stirling > You provided no information. > Displayed where and in what version of Outlook? [quoted text clipped - 4 lines] > > the display name, or do I have to manually enter the display name each > > time. No. Outlook 2003 will fill in Display As field with both the familiar name and the email address. You have to change it manually if you want it to be something else. That field is of no consequence, so few find any need to change it. SignatureRuss Valentine [MVP-Outlook] > Thank you for responding to my post. > [quoted text clipped - 18 lines] >> > the display name, or do I have to manually enter the display name each >> > time. Actually, the field is of great consequence to my clients. I have had requests to not display their email address and, like Sterling, the only display I get is their email address...it does not include their full or familiar name (using Outlook, 2003). I have over 300 clients...are you saying i have to change each one of these manually??? > No. Outlook 2003 will fill in Display As field with both the familiar name > and the email address. You have to change it manually if you want it to be [quoted text clipped - 22 lines] > >> > the display name, or do I have to manually enter the display name each > >> > time. I agree regarding the importance. But here is a deeper mystery. Even after modifying those display names to remove the e-mail address, after synching with my PDA, the modified display names revert back to the e-mail address only. I'm running Outlook 2003 at both work and home and this problem is no longer a minor annoyance. Any suggestions? > Actually, the field is of great consequence to my clients. I have had > requests to not display their email address and, like Sterling, the only [quoted text clipped - 28 lines] > > >> > the display name, or do I have to manually enter the display name each > > >> > time. Did you think this was an Outlook issue? It isn't. SignatureRuss Valentine [MVP-Outlook] >I agree regarding the importance. But here is a deeper mystery. Even after > modifying those display names to remove the e-mail address, after synching [quoted text clipped - 45 lines] >> > >> > each >> > >> > time. This is of HUGE significance! Try using the "envelope" feature in Word and you'll find that it uses the DISPLAY name. Thus, every time I create an envelope to send something to someone in my contact file (and I do this frequently), I have to DELETE THE EMAIL address or it prints on the envelop. This started happening only after I installed an Upgrade to Office 2003. I am, I must say, furious that this is a default that cannot be changed. And with all due respect, It doesn't help to be to chided "this is of no significance." I hope that the next time I upgrade this will be fixed and that all the things that aren't broken don't "fixed." > Did you think this was an Outlook issue? It isn't. > >I agree regarding the importance. But here is a deeper mystery. Even after [quoted text clipped - 46 lines] > >> > >> > each > >> > >> > time. The envelope feature in Word does not use the Email Display As field, nor have I ever seen it do so. If yours is, something is wrong with your installation. Obviously you recognized that this is not how the envelope feature is supposed to work, since it only happened after you made some changes. List the exact steps that started this behavior. SignatureRuss Valentine [MVP-Outlook] > This is of HUGE significance! Try using the "envelope" feature in Word and > you'll find that it uses the DISPLAY name. Thus, every time I create an [quoted text clipped - 73 lines] >> >> > >> > each >> >> > >> > time. Mr. Valentine: Contrary to what you claim, the envelope feature in Word MUST have used the email Display As field; there is no other possible source for the [name] [email address] that was inserted. I certainly have not tampered with the envelope features, formats, etc. I have not reset anything related to envelope or contacts. It started AFTER I installed the Outlook 2003 updates that the microsoft auto update told me to install. I did NOT do a custom install. I did not unplug my computer or do a voodoo dance duringthe install. I am not responsible for this error. It may be that others would have this same problem but don't know becuase they don't print envelopes and labels from their contact file. The exact steps that started this behavior were: 1. clicked on "update" in the alert that popped up. 2. followed all directions; did not do anything "custom" 3. rebooted 4. worked for a while 5. tried to do an evelope. 6. notice that hte email address was on the "name" line of the envelope. 7. scratched my head and tried to figure out why this would occur. 8. opened the contact file for that person 9. noticed that the Display As cell contained exactly what was on the envelope. 10. opened other contact files and noticed that without my having done anything but the MS recommended update, ALL of them now had a different format for the Display As. 11. Tried to find a way to reset the default to display only the name, not email address. 12. couldn't find any way to do this so came to this site, usually a source of helpful advice. 13. search on "Display As" and found numerous posting on this issue. 14. Noticed that your responses are surley and rude and hoped you wouldn't answer mine, but you did. Please do not bother to respond. Post ended. > The envelope feature in Word does not use the Email Display As field, nor > have I ever seen it do so. If yours is, something is wrong with your [quoted text clipped - 78 lines] > >> >> > >> > each > >> >> > >> > time. I never said that your installation wasn't behaving that way. I said that Word's envelope feature does not normally use the Email Display As field by default to address an envelope, a fact which you yourself also recognized. We'll need to figure out what corrupted your installation since that behavior cannot be reproduced. The first steps in troubleshooting problems with mail merges is to repair your PST file, then create a new profile from scratch and make sure you have configured the Outlook Address Book Service corrrectly. I have seen no instances of an automatic Office update producing this behavior. Have you? SignatureRuss Valentine [MVP-Outlook] > Mr. Valentine: Contrary to what you claim, the envelope feature in Word > MUST [quoted text clipped - 134 lines] >> >> >> > >> > each >> >> >> > >> > time. Sorry I missed your response before now. My apologies. If this is not an Outlook issue, what is it? Your response didn't provide any direction. If you know what program is causing this problem, I would appreciate some guidance instead of simply a statement. My personal opinion is that is in indeed an Outlook problem, as I do not use, file, nor access contacts from any other program. > Did you think this was an Outlook issue? It isn't. > >I agree regarding the importance. But here is a deeper mystery. Even after [quoted text clipped - 46 lines] > >> > >> > each > >> > >> > time. You said that synching with your PDA changed your Email Display As fields. It shouldn't do that. Outlook can't fix that. Only the developers of your synch software can. SignatureRuss Valentine [MVP-Outlook] > Sorry I missed your response before now. My apologies. > [quoted text clipped - 66 lines] >> >> > >> > each >> >> > >> > time. That would also be Microsoft (ActiveSync). Thanks for your help. I'll be looking into ActiveSync groups to see if anyone there has the same problem (or even better, a solution). > You said that synching with your PDA changed your Email Display As fields. > It shouldn't do that. Outlook can't fix that. Only the developers of your [quoted text clipped - 69 lines] > >> >> > >> > each > >> >> > >> > time. I'm not surprised and I'll probably be killed for saying this, but my Palm synch has never done this. Please let us know what you find out. There is absolutely no excuse for ActiveSync's changing the format you have expressly chosen for your Email Display As field. Microsoft is often pretty good and deciding what we want instead of letting us choose. SignatureRuss Valentine [MVP-Outlook] > That would also be Microsoft (ActiveSync). Thanks for your help. I'll be > looking into ActiveSync groups to see if anyone there has the same problem [quoted text clipped - 87 lines] >> >> >> > >> > each >> >> >> > >> > time. Since I'm using equipment purchased by work, I'm kind of stuck using what they give me. I have come up with a very cumbersome workaround that goes as follows: 1. I keep all contacts and calendar events updated on my work computer. 2. Once each week, I export my calendar.pst and contacts.pst to a flash drive and bring the data home. 3. I erase all my current contacts and calendar events (only takes a few seconds) and import the updated .pst files from work. 4. I now have identical information at home and work without having to make any corrections. It sounds like a lot of work but it's a whole lot less than constantly correcting the changes made to my contacts without my consent. All told, it takes me less than 5 minutes per week. Maybe when the issues with ActiveSync are worked out, I can start simply synching again without all this extra effort. > I'm not surprised and I'll probably be killed for saying this, but my Palm > synch has never done this. Please let us know what you find out. There is [quoted text clipped - 92 lines] > >> >> >> > >> > each > >> >> >> > >> > time. Exporting Outlook data is never a good idea. If that's what you are doing, then you are the problem, not AcitveSync. Perhaps you should provide more complete information when you post. SignatureRuss Valentine [MVP-Outlook] > Since I'm using equipment purchased by work, I'm kind of stuck using what > they give me. I have come up with a very cumbersome workaround that goes [quoted text clipped - 129 lines] >> >> >> >> > >> > each >> >> >> >> > >> > time. It's one solution that works. As I said, it's not the best. I was looking for a real solution on this forum, not insults. Post closed. > Exporting Outlook data is never a good idea. If that's what you are doing, > then you are the problem, not AcitveSync. Perhaps you should provide more [quoted text clipped - 132 lines] > >> >> >> >> > >> > each > >> >> >> >> > >> > time. You never clarified what this solution is for nor what it solves. You said you were having trouble with your Email Display As fields being changed and blamed it on ActiveSync. If you are routinely exporting and importing Outlook data, then the problem may not be with ActiveSync. It may be with the exporting and importing. Even a cursory reading of this group will inform you that you should not export and import Outlook data. It can cause data loss as well as the type of problems you are having with your Email Desplay As field. SignatureRuss Valentine [MVP-Outlook] > It's one solution that works. As I said, it's not the best. I was looking > for [quoted text clipped - 159 lines] >> >> >> >> >> > >> > each >> >> >> >> >> > >> > time. I would like to have Outlook display my contacts by their name rather than their e-mail address. Is there a way to automatically set the full name as the display name, or do I have to manually enter the display name each time. HELLO! Has there been a fix to this yet? Don't want to manually change thousands of names. thank you! > I would like to have Outlook display my contacts by their name rather than > their e-mail address. Is there a way to automatically set the full name as > the display name, or do I have to manually enter the display name each time. > > HELLO! Has there been a fix to this yet? Don't want to manually change > thousands of names. thank you! And to add on to my question above - Someone mentioned earlier that the "Display as" field is of little consequence. What is this field for then? I thought it was the field that "displays" to the sender when you use that email address. Is that incorrect? Thank you! > Someone mentioned earlier that the "Display as" field is of little > consequence. What is this field for then? I thought it was the > field that "displays" to the sender when you use that email address. > Is that incorrect? The Display As field is what Outlook puts in the recpient field when the sender resolves an address. It's what the sender wishes to see in the recipient field for that contact when composing a message. It's just a sender-friendly text string that doesn't affect what address Outlook uses for the actual delivery address. SignatureBrian Tillman Thank you! What do you mean "resolves an address"? Also - what determines then - how the recipients name appears in the "TO" field when they receive the message? Whyvon > The Display As field is what Outlook puts in the recpient field when the > sender resolves an address. It's what the sender wishes to see in the > recipient field for that contact when composing a message. It's just a > sender-friendly text string that doesn't affect what address Outlook uses > for the actual delivery address. > Thank you! What do you mean "resolves an address"? When Outlook uses the Address Book service to obtain the mail address of a recipient from your Contacts folder, it's called "resolving" the entry. Outlook signals to you that the entry is resolved (i.e., an address was found) by underlining the entry in the recipent field. > Also - what determines then - how the recipients name appears in the > "TO" field when they receive the message? A combination of what you include and what the recipient's client wishes to show. Let's keep this to a single thread from this point on, shall we? SignatureBrian Tillman Stirling: I apologize if my "posting" is not correctly done but this is my first time & I don't kow what a string is. I wanted to know if you have found a solution to this problem. My entire office just upgraded to Microsoft Office Outlook 2003 and this is a big deal. We have thousands of contacts and we are used to sorting by contact name which you probably know is not the same as sorting by email address. Any info would be greatly appreciated. > I would like to have Outlook display my contacts by their name rather than > their e-mail address. Is there a way to automatically set the full name as > the display name, or do I have to manually enter the display name each time.
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