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MS Office Forum / Outlook / Contacts / October 2006Copied Outlook 2003 contacts. Distribution lists are empty
I followed the instructions for copying mail and addresses from one computer to another, but when I open the "contacts" folder, none of the addresses appear in any of the distribution lists. Then you followed the wrong instructions. Which ones did you follow?  SignatureRuss Valentine [MVP-Outlook] >I followed the instructions for copying mail and addresses from one >computer > to another, but when I open the "contacts" folder, none of the addresses > appear in any of the distribution lists. What I am attempting to do is move info from my old computer (Outlook) to my new computer (also with Outlook 2003). I logged onto the Outlook Help Menu and followed those instructions: On the file menu, click Import and export Click on Export to a file, and then click Next In the list, click Personal Folder File (.pst). and then click Next. Click the contact folder. ... Under Save exported file as, click browse.... (in other words...find a location, name it, then save it) Click Finish. Then you go into Outlook, once again to import and export, this time choosing import (import from another program or file) Click Personal Folder file (.pst), click next In the File to Import box, specify the location of the file to import (in this case it was the contact backup that I had created via the export from Outlook and copied to My Documents on my hard drive) Since there was no existing contact folder, I'm not sure which of the three options I chose in the next step, since I didn't think it mattered (i.e., allow duplicates, replace duplicates, don't allow duplicates) ...then completed the process. The contact files imported into Outlook 2003, complete with distribution lists. However, all of the distribution lists were empty. When I opened the backup file via Outlook, I found that those distribution lists were also empty, so I suspect they didn't get imported when everything else was imported, which doesn't make sense. I go to the old computer and each distribution list contains members. Is there a better way to move the information from the old computer to the new one? Everything else seems to have copied just fine (all the files as well as all the individual email addresses). > Then you followed the wrong instructions. > Which ones did you follow? > >I followed the instructions for copying mail and addresses from one > >computer > > to another, but when I open the "contacts" folder, none of the addresses > > appear in any of the distribution lists. Those instructions are wrong. I don't know why they won't change them. We've told them countless times to do so. Importing and exporting lose data every time every time you use them. DL's are among the data that is lost if you import and export. Normally one would just make a copy of your Outlook data file then open it in another installation. Then you can copy the data you need from it or reuse it as the default in the new installation. That way no data is lost. SignatureRuss Valentine [MVP-Outlook] > What I am attempting to do is move info from my old computer (Outlook) to > my [quoted text clipped - 41 lines] >> > addresses >> > appear in any of the distribution lists. That sounds possible. Would you please elaborate on how to do that? > Those instructions are wrong. I don't know why they won't change them. We've > told them countless times to do so. Importing and exporting lose data every [quoted text clipped - 48 lines] > >> > addresses > >> > appear in any of the distribution lists. > That sounds possible. Would you please elaborate on how to do that? http://www.howto-outlook.com/howto/backupandrestore.htm SignatureBrian Tillman That's rather a lot to sift through for one simple answer. To open your old PST file that you have copied, just use the File > Open > Outlook Data File command. Then you can copy any information you want into your new installation's PST file. To use a PST file from an earlier installation and set it to be the default for your current installation of Outlook: - Go to Tools > Options > Mail Setup > Data Files > Add... - Add the PST you'd like as your new default, then Close > OK to exit the Options dialog - Go to Tools > E-mail Accounts > View or change existing e-mail accounts - Select the PST you just added in the "Deliver New e-mail to the following location" dropdown (it will most likely appear just below the current default Personal Folders file) > Finish - Exit and Restart Outlook - You can now close the previous default PST (R-click on that pst folder while in Folder View and select "Close <foldername> Folders"). If you have any information in your former PST that you'd like to transfer to your new default PST, you can drag and drop from one to the other before you close the old one. SignatureRuss Valentine [MVP-Outlook] > >> That sounds possible. Would you please elaborate on how to do that? > > http://www.howto-outlook.com/howto/backupandrestore.htm Thannks Russ and Brian. Before receiving your reply (system sometimes works a bit slow), I checked the article referred to in a previous post (Export Outlook Contacts). Once I got the concept I tried this approach and it worked (which seems a bit easier to expain FYI): Went into the old computer, Outlook, Open, selected Outlook Data File, which brought up the backup file. I right clicked on it and copied it, then pasted it into a folder in My Documents (I titled Outlook files). Then I burned it to a CD, took it to the other computer, copied it to My Documents on the new computer and then followed the instructions for importing in Outlook. Apparently importing works fine - exporting is the problem. The frustration this erroneous information caused ... well, I work in a church, and, as the old saying goes, "It's enough to make a preacher cuss!" not to mention the several new gray hairs I'm sure popped out in the process. I have distribution lists with 100+ names. I'm happy to say, they're all there now. I do web work. Changing those instructions isn't that major! Come on, Microsoft!!!!!!! Thanks again. Without your guidance and support, I don't know what I would have done. Sincerely, Sharon Fink > That's rather a lot to sift through for one simple answer. > [quoted text clipped - 21 lines] > > > > http://www.howto-outlook.com/howto/backupandrestore.htm Glad it worked. However, neither exporting nor importing is recommended. Either can cause data loss. Use the method I posted in the future to be safe. SignatureRuss Valentine [MVP-Outlook] > Thannks Russ and Brian. Before receiving your reply (system sometimes > works [quoted text clipped - 60 lines] >> > >> > http://www.howto-outlook.com/howto/backupandrestore.htm HELP!!!!!!!!!!!!! I thought I had it solved, but when I exit Outlook and come back in, it reverts back to the Distribution Lists without the list of names!!! I've now imported them twice and each time I exit and return, they're gone. Why?! > Thannks Russ and Brian. Before receiving your reply (system sometimes works > a bit slow), I checked the article referred to in a previous post (Export [quoted text clipped - 46 lines] > > > > > > http://www.howto-outlook.com/howto/backupandrestore.htm As expected. Please just follow the advice we give. Trust me. It works. Reread my posts and follow the advice. SignatureRuss Valentine [MVP-Outlook] > HELP!!!!!!!!!!!!! I thought I had it solved, but when I exit Outlook and > come back in, it reverts back to the Distribution Lists without the list [quoted text clipped - 71 lines] >> > > >> > > http://www.howto-outlook.com/howto/backupandrestore.htm I did. Thanks. Now it appears to remain when I exit and return. Does the program utilize both files (the one in My Documents that I copied from the old computer and the hidden file)? When I tried to delete the one in My Documents when Outlook was running, it wouldn't let me because it said it was in use. If I delete it when I close Outlook, will that cause a problem? Also, if it's going to continue to use it, I want to make sure I back it up and know what to do if I need to restore,what with that file and the hidden file. One more question and then I promise you won't hear from me again... in the process of trying to get the information into the system, apparently I enadvertantly copied a duplicate set of Personal Folders. Is it possible to delete that second set? I've tried right clicking, delete key, etc. and nothing seems to work. I guess it isn't a big deal. Just used to getting rid of things I don't need to save space. Thanks so much for your patience. After working with this on three different computers...well, time for a break. Sharon > As expected. > Please just follow the advice we give. Trust me. It works. Reread my posts [quoted text clipped - 74 lines] > >> > > > >> > > http://www.howto-outlook.com/howto/backupandrestore.htm There are at least 20 more questions you have introduced in this post, none with an adequate background to permit an answer. To what "hidden file" are you referring? If you have a duplicate Personal Folders file that you cannot close, then you have a corrupt profile--one of the other "benefits" of following the Help File's incorrect instructions for importing and exporting. If so, to get rid of the duplicate you would need to create a new profile and follow the instructions I posted for setting it to use your previous Outlook data file. SignatureRuss Valentine [MVP-Outlook] >I did. Thanks. Now it appears to remain when I exit and return. > [quoted text clipped - 117 lines] >> >> > > >> >> > > http://www.howto-outlook.com/howto/backupandrestore.htm In the article Brian Tillman recommended in his reply to the post: http://www.howto-outlook.com/howto/backupandrestore.htm it refers to the hidden Outlook Personal Folder file that Outlook uses (titled "Outlook") - where all the Personal Folders are kept by Outlook . Apparently it's a "hidden" file and when you use "search" to find it, you have to tell it to go through hidden files or you won't find it. The author of that article suggested moving it for backup purposes. won't bore you with the details. Nothing has been corrupted. It's just interesting how Outlook utilizes the different files. Thank you for all your help with this and I won't frustrate you further with any additional questions. It sounds as though I've stretch your patience far enough. -Sharon > There are at least 20 more questions you have introduced in this post, none > with an adequate background to permit an answer. To what "hidden file" are [quoted text clipped - 127 lines] > >> >> > > > >> >> > > http://www.howto-outlook.com/howto/backupandrestore.htm > In the article Brian Tillman recommended in his reply to the post: > http://www.howto-outlook.com/howto/backupandrestore.htm [quoted text clipped - 4 lines] > won't find it. The author of that article suggested moving it for > backup purposes. won't bore you with the details. Actually, it's the %UserProfile%\Local Settings folder that makes it hidden. The path mentioned in the article is just the default path Outlook uses when you create a new PST, but there's nothing magical about that folder or, for that matter, the name of the PST. SignatureBrian Tillman I have been following through all of these postings as I am having the same trouble with copying my stuff from an old computer to the new one. When you say "copy" the outlook file how do I do that? I may be being obtuse but there is no "copy" option. If I follow Sharon's instructions about opening a data file which brings up the outlook.pst, when I right click and copy it doesn't work as it says another application has part of the file locked! Same thing happens if I try send to! It really shouldn't be this hard should it? > There are at least 20 more questions you have introduced in this post, none > with an adequate background to permit an answer. To what "hidden file" are [quoted text clipped - 127 lines] > >> >> > > > >> >> > > http://www.howto-outlook.com/howto/backupandrestore.htm It's not hard at all. You copy Outlook data files using Windows Explorer when Outlook is closed. SignatureRuss Valentine [MVP-Outlook] >I have been following through all of these postings as I am having the same > trouble with copying my stuff from an old computer to the new one. [quoted text clipped - 165 lines] >> >> >> > > >> >> >> > > http://www.howto-outlook.com/howto/backupandrestore.htm Thanks Russ. I've managed to copy the file. I have opened the information into outlook but it now has 2 different versions of everything - Personal folders. One which is empty and the other which has my info. I have tried to delete the empty one but it appears to be the system version which can't be deleted. Is there a way of copying the info in that doesn't cause duplication of all the folders? > It's not hard at all. You copy Outlook data files using Windows Explorer > when Outlook is closed. [quoted text clipped - 167 lines] > >> >> >> > > > >> >> >> > > http://www.howto-outlook.com/howto/backupandrestore.htm Just set your old PST file as the default, restart Outlook, then close the empty PST file. SignatureRuss Valentine [MVP-Outlook] > Thanks Russ. > I've managed to copy the file. I have opened the information into outlook [quoted text clipped - 210 lines] >> >> >> >> > > >> >> >> >> > > http://www.howto-outlook.com/howto/backupandrestore.htm Thankyou. I found some instructions in Office Online which told me how to do that. > Just set your old PST file as the default, restart Outlook, then close the > empty PST file. [quoted text clipped - 212 lines] > >> >> >> >> > > > >> >> >> >> > > http://www.howto-outlook.com/howto/backupandrestore.htm > Went into the old computer, Outlook, Open, selected Outlook Data > File, which brought up the backup file. I right clicked on it and > copied it, then pasted it into a folder in My Documents (I titled > Outlook files). Then I burned it to a CD, took it to the other > computer, copied it to My Documents on the new computer and then > followed the instructions for importing in Outlook. Just be careful with this because of that PST is active in an open mail profile, the copy process may result in a PST damaged enough to not be recognizable as a PST. It's a good idea to have Outlook closed when you copy a PST. SignatureBrian Tillman |
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