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MS Office Forum / Outlook / Contacts / February 2006Moving Emails in a Contacts Casues Not Found Error
I have O2003 (all patches). I normally save my emails with my contacts. Not sure when it started, but when I move an email (drag and drop) within a contact or between contacts, and then try to save, I now get an error "Not Found" with an OK button. It seems I cannot move emails saved within a contact now. I just did a detect and repair and also ran the SCANPST.EXE utiltiy. It did find errors so I let it fix it. Still no luck. I created a new PST, used a new form, imported name into a new fork - still no luck. Any ideas? Shawn You do what? When I read your post, it seems to say you are trying to store Mail Items in a Contacts Folder. Surely that is not the case. What is?  SignatureRuss Valentine [MVP-Outlook] >I have O2003 (all patches). I normally save my emails with my contacts. >Not [quoted text clipped - 14 lines] > > Shawn Russ: Thanks. I only have one InBox and keep none of my emails in my Inbox. I do not use my Inbox to save emails. For each of my contacts, when I receive an email, I use the Insert Item Command and insert the email into the Notes for the contact. This allows me to have a history of correspondence within the notes of the individual for a particualr subject. This has worked fine for as many years as I have been using Outlook. The issue I'm running into now is that after I insert and email into notes, if I need to move that email to another location in the notes for the same contact, I get the error. After I move the email, the email has a square around it with square dots for resizing. If after I move the email and try to Save (no resizing - just move the email within the notes), I get the error with "Microsoft Office Outlook" in the dialog title and the text "Not Found" in the dialog with only the choice of OK button. At that point, I cannot save the contact. I'm sure there are other options for saving emails, history, etc. but I have alsways done it in this manner. If there is a better way to do this, can you point me in that direction so I can read some items. In the interim, however, if I change it will be awhile. My PST file is 7.5 GB and I have around 20,000 contacts and hundreds of tasks. Changing over will take time. Shawn > You do what? > When I read your post, it seems to say you are trying to store Mail Items in [quoted text clipped - 19 lines] > > > > Shawn You could leave the email in the mail folder (Inbox and Sent) and click the Activities Tab of the Contact to see all incoming and outgoing emails. Judy Gleeson [MVP Outlook] Acorn Training and Consulting www.acorntraining.com.au Everyone - turn on your Advanced Toolbars and learn how to use the Field Chooser and Group by Box!! > Russ: > > Thanks. I only have one InBox and keep none of my emails in my Inbox. I do > not use my Inbox to save emails. For each of my contacts, when I receive an > email, I use the Insert Item Command and insert the email into the Notes for > the contact. This allows me to have a history of correspondence within the > notes of the individual for a particualr subject. This has worked fine for > as many years as I have been using Outlook. > > The issue I'm running into now is that after I insert and email into notes, > if I need to move that email to another location in the notes for the same > contact, I get the error. After I move the email, the email has a square > around it with square dots for resizing. If after I move the email and try > to Save (no resizing - just move the email within the notes), I get the error > with "Microsoft Office Outlook" in the dialog title and the text "Not Found" > in the dialog with only the choice of OK button. At that point, I cannot > save the contact. > > I'm sure there are other options for saving emails, history, etc. but I have > alsways done it in this manner. If there is a better way to do this, can you > point me in that direction so I can read some items. In the interim, > however, if I change it will be awhile. My PST file is 7.5 GB and I have > around 20,000 contacts and hundreds of tasks. Changing over will take time. > > Shawn > > "Russ Valentine [MVP-Outlook]" wrote: > >> You do what? >> When I read your post, it seems to say you are trying to store Mail Items in >> a Contacts Folder. >> Surely that is not the case. >> What is? >> -- >> Russ Valentine >> [MVP-Outlook] >> "srm" <srm@discussions.microsoft.com> wrote in message >> news:18E93527-105E-4249-B3DA-58C8D45C038C@microsoft.com... >> >I have O2003 (all patches). I normally save my emails with my contacts. >> >Not >> > sure when it started, but when I move an email (drag and drop) within a >> > contact or between contacts, and then try to save, I now get an error >> > "Not >> > Found" with an OK button. It seems I cannot move emails saved within a >> > contact now. >> > >> > I just did a detect and repair and also ran the SCANPST.EXE utiltiy. >> > It did find errors so I let it fix it. Still no luck. >> > >> > I created a new PST, used a new form, imported name into a new fork - >> > still >> > no luck. >> > >> > Any ideas? >> > >> > Shawn >> >> >> The Notes field was never intended for storing emails, nor does it have that capacity. Store Mail Items in Mail Folders. There is no need to do what you've done since the Activities Tab in the Contact Record will pull up a record of each email you have from that Contact. SignatureRuss Valentine [MVP-Outlook] > Russ: > [quoted text clipped - 58 lines] >> > >> > Shawn Hey Russ - snap! Same time, opposite ends of the world. I'm off to bed now. Judy Gleeson [MVP Outlook] Acorn Training and Consulting www.acorntraining.com.au Everyone - turn on your Advanced Toolbars and learn how to use the Field Chooser and Group by Box!! > The Notes field was never intended for storing emails, nor does it have that > capacity. > Store Mail Items in Mail Folders. > There is no need to do what you've done since the Activities Tab in the > Contact Record will pull up a record of each email you have from that > Contact. > -- > Russ Valentine > [MVP-Outlook] > "srm" <srm@discussions.microsoft.com> wrote in message > news:3F116626-3589-4AE8-93AF-B085F4B11C50@microsoft.com... >> Russ: >> >> Thanks. I only have one InBox and keep none of my emails in my Inbox. I >> do >> not use my Inbox to save emails. For each of my contacts, when I receive >> an >> email, I use the Insert Item Command and insert the email into the Notes >> for >> the contact. This allows me to have a history of correspondence within >> the >> notes of the individual for a particualr subject. This has worked fine >> for >> as many years as I have been using Outlook. >> >> The issue I'm running into now is that after I insert and email into >> notes, >> if I need to move that email to another location in the notes for the same >> contact, I get the error. After I move the email, the email has a square >> around it with square dots for resizing. If after I move the email and >> try >> to Save (no resizing - just move the email within the notes), I get the >> error >> with "Microsoft Office Outlook" in the dialog title and the text "Not >> Found" >> in the dialog with only the choice of OK button. At that point, I cannot >> save the contact. >> >> I'm sure there are other options for saving emails, history, etc. but I >> have >> alsways done it in this manner. If there is a better way to do this, can >> you >> point me in that direction so I can read some items. In the interim, >> however, if I change it will be awhile. My PST file is 7.5 GB and I have >> around 20,000 contacts and hundreds of tasks. Changing over will take >> time. >> >> Shawn >> >> >>> You do what? >>> When I read your post, it seems to say you are trying to store Mail Items >>> in >>> a Contacts Folder. >>> Surely that is not the case. >>> What is? >>> -- >>> Russ Valentine >>> [MVP-Outlook] >>> "srm" <srm@discussions.microsoft.com> wrote in message >>> news:18E93527-105E-4249-B3DA-58C8D45C038C@microsoft.com... >>> >I have O2003 (all patches). I normally save my emails with my contacts. >>> >Not >>> > sure when it started, but when I move an email (drag and drop) within a >>> > contact or between contacts, and then try to save, I now get an error >>> > "Not >>> > Found" with an OK button. It seems I cannot move emails saved within a >>> > contact now. >>> > >>> > I just did a detect and repair and also ran the SCANPST.EXE utiltiy. >>> > It did find errors so I let it fix it. Still no luck. >>> > >>> > I created a new PST, used a new form, imported name into a new fork - >>> > still >>> > no luck. >>> > >>> > Any ideas? >>> > >>> > Shawn >>> >>> >>> > > Thanks for the feedback and I'll consider those options. Even if notes wasn't designed to include emails, the capability existed and I used it (good or bad) for some number of years. Its ust how I used the program. I still have my issue that I need to resolve in the interim. Thaks again. Shawn > Hey Russ - snap! Same time, opposite ends of the world. > [quoted text clipped - 106 lines] > > > > You're in uncharted waters. I've never seen anyone who has tried to store that many emails in the wrong folder. The possibilities for corruption are endless. I assume at some point you converted to a UNICODE PST file? Do you have backups of your data before you overloaded the Notes fields? SignatureRuss Valentine [MVP-Outlook] > Thanks for the feedback and I'll consider those options. Even if notes > wasn't designed to include emails, the capability existed and I used it [quoted text clipped - 130 lines] >> > >> > Russ: Thanks. I have not converted to a UNICODE PST file as I am not familar with that option. I have always used one PST file for years - nothing different. It has always worked find for as long as I have used the software - well until this issue. My backup is my one PST file each night. Am I mis-understandin your question? Shawn > You're in uncharted waters. I've never seen anyone who has tried to store > that many emails in the wrong folder. The possibilities for corruption are [quoted text clipped - 135 lines] > >> > > >> > What you claim, if accurate, would be a medical marvel. Only the new PST files created in Outlook 2003 (UNICODE) can exceed 1.8GB in size. All others just explode when they get beyond that size. If indeed your PST file is 7.5 GB and is not a UNICODE file, it is corrupt beyond all repair. Its size defies explanation. Come on. Is it really that big? How are you examining its size? SignatureRuss Valentine [MVP-Outlook] > Russ: > [quoted text clipped - 160 lines] >> >> > >> >> > Russ - I have Outlook 2003. I didn't realize the new format of the PST file in Outlook 2003 uses the UNICODE format by default. I just converted my old PST file and used it and didn't think twice about it when I went to 2003 since I needed the capability of a larger PST file. Yes, I did run into the 2 GB limit with 97-2002 PST files and that is one of the main reasons I went to 2003. Mine too did explode when I got to the 2 GB size in the old versions of Outlook. > What you claim, if accurate, would be a medical marvel. Only the new PST > files created in Outlook 2003 (UNICODE) can exceed 1.8GB in size. All others [quoted text clipped - 166 lines] > >> >> > > >> >> > Rather a lot of information you've left out. How did you "convert" this file? As the real information eventually trickles in, we are left back in uncharted waters. You have stored vast amounts of information in a field that does not have the capacity to handle it. I've seen no one who has ever done this. I'll gladly yield to anyone who has. SignatureRuss Valentine [MVP-Outlook] > Russ - I have Outlook 2003. I didn't realize the new format of the PST > file [quoted text clipped - 208 lines] >> >> >> > >> >> >> > Russ - I've been using Outlook since I think 97. I eventually got to the 2GB size and went to O2003. I know I created a new PST file since I don't know of any direct conversion. I may have imported the data between the two PST files or maybe copied the data between the two PST files. I just don't remember as that was maybe three years ago. I've always used Outlook in this format since day one since there was no mention not to use it in this format that I was aware of in using the software. Its just how I used it. The software allowed the capability so I used it in the manner. I'm not sure what information you are asking for. Yes I may be in uncharted waters and maybe I have reached some limit or problem, so I'm looking for help on a possible fix or other options. As a test, I just created a new 2003 PST file and had the exact same problem. I inserted a couple of emails into the contacts notes, moved the emails, and was not able to save the contact. This is a brand new PST file with the default form. > Rather a lot of information you've left out. How did you "convert" this > file? As the real information eventually trickles in, we are left back in [quoted text clipped - 213 lines] > >> >> >> > > >> >> >> > Russ - I took out some data did a properties on the file. It is 5,855,192,064 bytes (close to 6 GB). I took out about 1.5 GB and still the same problem. I did a folder size and here is what i have: Contacts - 4136157 KB Tasks - 1280025 KB I have other folders with data in them but these are the two biggest. I have done a detect and repair and all updates. I am now going to do a complete reinstall and if that doesn't work and uninstall/reinstall. If there is a location that tells me how Outlook was designed to be used, can you point me in that direction. I see the activities tabs, links, etc, but to make this changeit will take alot of effort on my end. I have over ten years of data in the current format. Shawn What I meant is that I've never seen anyone try to do this so I have no solutions for you. I've never seen mail stored in a Contacts Folder, let alone a Notes field. Mail should only be stored in Mail Folders. Looks like no one else has run across this either. None of the other MVP's I've talked to have seen it. SignatureRuss Valentine [MVP-Outlook] > Russ - I took out some data did a properties on the file. It is > 5,855,192,064 bytes (close to 6 GB). I took out about 1.5 GB and still [quoted text clipped - 18 lines] > > Shawn Russ - Thanks. Looks like I am definitely in new uncharted waters. I appreciate your help. If you don't mind, let me explain to you what I do (short summary). Maybe you can provide some guidance of what I should do in using Outlook. Lets assume I add a contact since someone asks for information. I add the contact and in the notes I add text asking what they required. I then insert the email they sent and my reply email in the notes. Any attachments (e.g., Excel files) I also include in the notes. As there is more correspondence, I update the notes with what happened and any new emails sent back and forth. This makes it very easy for me to get to any client, any day, and look to see what has happened. It also allows me to see any correspondence at that time. You say to use mail folder to keep emails. Are you suggesting all emails sent / receive be stored in a mail folder either in the Inbox or another folder? Are emails sent/received automatically logged in the Activities tab? I'm not looking for a tutorial on how to do this, just a starting point and maybe some documentation I can read and learn it myself. Remember, I have around 16,000 contacts all full of notes, emails, etc. and if I need to go down a different path, I'll do that since this is very key data that we use. Since I did a reinstall, same problem. Do you recommend a complete uninstall and reinstall? Remeber the problem exists even on brand new PST files, so it is not unique to my large PST file. WIll my key be lost if I uninstall? Thanks again for all your help and I do apologize if not all of my information was clear in describing my problem. Shawn > What I meant is that I've never seen anyone try to do this so I have no > solutions for you. I've never seen mail stored in a Contacts Folder, let [quoted text clipped - 23 lines] > > > > Shawn What do you mean this problem exists on a brand new PST file? It shouldn't. Describe what you did. Go to File > New > Folder. Look in the Folder contains: dropdown. You'll notice that Outlook has 6 Folder types according to the data each contains: Calendar Contacts Mail and Post Journal Notes Tasks You should store each type of information only in a folder designed to contain it. Outlook already has its own tutorial. Read this excerpt from the Help Files: As you work with contacts (contact: Person, inside or outside of your organization, about whom you can save several types of information, such as street and e-mail addresses, telephone and fax numbers, and Web page URLs.), it's useful to have at your fingertips e-mail messages, appointments, tasks, documents, or other items (item: An item is the basic element that holds information in Outlook (similar to a file in other programs). Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.) related to the contact. You relate items to a contact by creating links. For example, if you create a task to call several of your contacts, in the task item, you can use the Contacts button to link the task to those contacts. You can also relate documents to a contact by linking them. E-mail messages that you send to any of your contacts are automatically linked to those contacts, as are any items that you create by using the Actions menu. The Activities tab of any contact item shows an overview of all the items related to that contact. By default, Microsoft Outlook searches for links to items only in the main Outlook folders, such as Calendar, Contacts, and so on. But you can create new folder groups to be searched, and within each folder group you can add and delete folders to be searched. You can open any contact item from within an item linked to it by double-clicking the contact name in the Contacts box. - Russ Valentine [MVP-Outlook] > Russ - Thanks. Looks like I am definitely in new uncharted waters. I > appreciate your help. If you don't mind, let me explain to you what I do [quoted text clipped - 70 lines] >> > >> > Shawn Russ: I figured out the problem. I used my PST file on another computer and with eliminating a security update, I got it to work. With "Security Update for Outlook 2003 (KB892843)" installed, I cannot move emails in Notes of a contact. When I removed this update, it works fine on the other computer and on my computer. I get the same results using any PST / any computer with an without the security update applied. I also noticed that when I uninstalled this update, it did not uninstall. I uninstalled it (via Add/Remove programs), rebooted and went back to Add/Remove programs and it was still listed. I had to uninstall it twice. Thanks for all your help. Shawn Interesting. I hope you'll heed this warning and start storing your email in a supported fashion so you don't lose it all one day. You need these Security updates. SignatureRuss Valentine [MVP-Outlook] > Russ: > [quoted text clipped - 17 lines] > > Shawn |
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