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MS Office Forum / Outlook / Contacts / January 2007How to copy Outlook contacts
Hi. I have Outlook 2002 (10.2627.2625). How do I copy my "Contacts," either all of them or only selected contacts or groups to share with another person? I'm not sure what type of file/extension to even look for on my computer to copy. TIA for any help. :-) Brandy I forgot to ask once I've copied my contacts, how do I transfer them to another computer without wiping out that person's contacts; I just want to add my contacts to hers. Thanks. :-) > Hi. I have Outlook 2002 (10.2627.2625). How do I copy my "Contacts," > either all of them or only selected contacts or groups to share with > another person? I'm not sure what type of file/extension to even look > for on my computer to copy. TIA for any help. :-) > > Brandy > Hi. I have Outlook 2002 (10.2627.2625). How do I copy my "Contacts," > either all of them or only selected contacts or groups to share with > another person? I'm not sure what type of file/extension to even look > for on my computer to copy. TIA for any help. :-) Create a new PST with File>New>Outlook Data File. Browse to the folder where you'ld like it to be (or accept the default), give it a file name (or accept the default - but I'd change it. It will have a file extension of ".pst"), and click OK. Give it a display name (or accept the default of "Personal Folders" - but I'd change it), anc click Finish. The new PST will be added to your Folder List. Right-click your Contacts folder and drag it to the new PST. Release the mouse button and choose Copy. When the copy completes, right-click the root of the PST (it will be named whatever you chose for "display name" above) and choose Close. Close Outlook. Put the new PST on whatever transfer medium you have that both you and your intended recipient can access, such as a CD or a flash drive. You could even mail it to them, but you should probably change the file extension to something other than ".pst" before you do. When the other person gets it, he or she should save it to the hard drive (in any folder that does not contain another PST of the same name), make sure it is not read only, make sure its extension is ".pst" again. then start Outlook. IN Outlook, s/he should click FIle>Open>Outlook Data File. The PST will be added to their Folder List and they'll have access to all of the contacts you put in it exactly as they were on your machine. The recipient can then drag-and-drop the contact entries to whatever folders are appropriate.  SignatureBrian Tillman Hi Brian and thanks so much for your help. I can't get past the first step. Whenever I try to "create a new PST with File>New>Outlook Data File" I get an "OPERATION FAILED" error message and it won't let me go any further. Any ideas about how I can get around this? P.S. I'm not sure if it makes a difference, but I sync my Outlook with OE on my Dell Axim (a PDA). Thanks again. :-) Brandy Dangit, I hit send too fast. I was trying to do it out of the "today" menu rather than the contacts menu. Sorry bout that (it's been a long day). Okay, I created the new pst file and saved it, but it's not showing up in my folders list (from Outlook Contacts). So, what am I doing wrong here? Again, thanks so much for everything. :-) Brandy I'm scaring myself here, Brian. I'm now getting the message (whenever I open up Outlook): PERSONAL FOLDERS: The file C:\documents and settings...pst could not be found Then I hit OK and get CREATE/OPEN PERSONAL FOLDER FILES I exit out of this one by clicking the X. My contacts are intact, but I'm not sure how to get rid of this message now. The pst file I created is now in the same folder as my original pst file, so I have "contacts" and "Brandy's contacts" and I'm afraid to delete them. I believe I'll call it a night and return tomorrow with fresh eyes and head. Don't give up hope on me, please. Just walk me through a little bit more (smiling and batting my eyes sweetly). Thanks so much. :-) Brandy > I'm scaring myself here, Brian. I'm now getting the message (whenever > I open up Outlook): > > PERSONAL FOLDERS: The file C:\documents and settings...pst could not > be found You've moved a PST without removing it from the mail profile. Is the file name of the PST in this error message the name of the PST you created or the name of the PST you were using. I suspect the former, but please verify. > My contacts are intact, but I'm not sure how to get rid of this > message now. The pst file I created is now in the same folder as my [quoted text clipped - 3 lines] > Just walk me through a little bit more (smiling and batting my eyes > sweetly). Thanks so much. :-) Click File>Data File Management and tell me what you see. SignatureBrian Tillman Okay Brian, I've copied the four files/paths that show up when I open data file mgmt: 1. ARCHIVE FOLDERS C:\Documents and Settings\Brandy ****\Local Settings\Application Data\Microsoft\Outlook\archive.pst 2. PERSONAL FOLDERS C:\Documents and Settings\Brandy****\Local Settings\Application Data\Microsoft\Outlook\Outlook.pst 3. PERSONAL FOLDERS When I try to open this one (using the "settings" button), I get the message saying that it (the pst file) cannot be found 4. PERSONAL FOLDERS C:\Documents and Settings\Brandy Laws\Local Settings\Application Data\Microsoft\Outlook\Brandy Contacts(1).pst Both files (I accidentally created two pst files) are names I created - I named one "contacts" and one "brandy contacts). I originally put them on my desktop, then deleted the desktop icons, but they're still in my Outlook folder. As to displaying the folder list, I've been doing this by "View" - "Folder List," and the folders it displays are Archive, Personal, Personal, Outlook. When I try to expand the 1st Personal Folders I get the message that it cannot be expanded because this set of folders could not be opened... contacts(1).pst could not be found. Again, thank you so much for everything! I'll wait and hear back from you regarding what to do next. :-) Brandy > > I'm scaring myself here, Brian. I'm now getting the message (whenever > > I open up Outlook): [quoted text clipped - 13 lines] > -- > Brian Tillman > Okay Brian, I've copied the four files/paths that show up when I open > data file mgmt: [quoted text clipped - 3 lines] > 2. PERSONAL FOLDERS C:\Documents and Settings\Brandy****\Local > Settings\Application Data\Microsoft\Outlook\Outlook.pst So far so good. > 3. PERSONAL FOLDERS When I try to open this one (using the > "settings" button), I get the message saying that it (the pst file) > cannot be found What "settings" button? > 4. PERSONAL FOLDERS C:\Documents and Settings\Brandy Laws\Local > Settings\Application Data\Microsoft\Outlook\Brandy Contacts(1).pst [quoted text clipped - 3 lines] > them on my desktop, then deleted the desktop icons, but they're still > in my Outlook folder. By creating a PST in OuUtlook (with File>New>Outlook Data File), you're also adding it to your mail profile. By deleteing it without first removing it from teh profile (with the File>Data File Management dialogue), you damage your profile. However, you should be able to select it in File>Data File Management and click Remove. > As to displaying the folder list, I've been doing this by "View" - > "Folder List," and the folders it displays are Archive, Personal, > Personal, Outlook. When I try to expand the 1st Personal Folders I > get the message that it cannot be expanded because this set of folders > could not be opened... contacts(1).pst could not be found. The one that producins this error is probably the third one you mentioned. Remove it as I describe above. SignatureBrian Tillman > Dangit, I hit send too fast. I was trying to do it out of the "today" > menu rather than the contacts menu. Sorry bout that (it's been a long [quoted text clipped - 3 lines] > in my folders list (from Outlook Contacts). So, what am I doing wrong > here? As I said, it will show up in the Folder List. Display the Folder List so you can see all folders. SignatureBrian Tillman Hi Brian I want to branch off the topic just a little and hopefully it won't disrupt the thread. I'm working in the BCM discussion group on a failure in Outlook. That discussion has lead to copying my existing Outlook data to a new profile. I got the new profile built and was able to connect the old .pst file to it. However, it can only see the mail, not the contact information. This thread is about the contact data so.... The step above where you right click on the contacts folder.... Is that done inside Outlook? Are the contacts folders separate files from the .pst? Tom > I'm working in the BCM discussion group on a failure in Outlook. That > discussion has lead to copying my existing Outlook data to a new > profile. I got the new profile built and was able to connect the old > .pst file to it. However, it can only see the mail, not the contact > information. If you used File>Open>Outlook Data File to open the PST, then you'll have access to all the data it contains. Make sure you use the Folder List view if you want to see not only mail folders, but other folders as well. The Mail view shows only mail folders and won't show Contacts, even if they're there. > The step above where you right click on the contacts folder.... Is > that done inside Outlook? Yes. > Are the contacts folders separate files from the .pst? No. All Outlook data is in the same file. SignatureBrian Tillman Thanks Brian I've been able figure out how to get the .pst files into a profile and all that's left are the email folders (sent, inbox, etc.). I'm having trouble copying those over. Is it a good idea to do that or just send new incoming mail to the new .pst file and slowly work off the stuff in the older .pst? If I can copy them is there a trick to doing that? Thanks Tom > I've been able figure out how to get the .pst files into a profile > and all that's left are the email folders (sent, inbox, etc.). If the PST ever contained other default folders, it will still contain thes folders. Once Outlook has created the default folders, you can't delete them. > I'm having trouble copying those over. Open the source folder, select all the items in it with CTRL-A and then copy the selection to the destination folder. You will have to display the calendat in a table format first, though. > Is it a good idea to do that > or just send new incoming mail to the new .pst file and slowly work > off the stuff in the older .pst? That's what I'd do. SignatureBrian Tillman And then I assume I switch which pst receives incoming mail and then remove the old pst from the data file list in the new profile. (right?) Tom > And then I assume I switch which pst receives incoming mail and then > remove the old pst from the data file list in the new profile. > (right?) I'd do this first before copying the data from the old PST. And you must stop and restart Outlook before the change to the delivery location will take effect. SignatureBrian Tillman I may have dug myself in a hole here. I moved all the email data over to the new profile after setting the new default email folder. All seems OK. Changed the default profile to the new one and rebooted XP. The first message I tried to send doesn't appear to find the contacts folder meaning that is shows that the address wasn't resolved when I click to have it check the address book. If I go to the Contact section in outlook it lists three My Contacts folders. The first two are copies from the old profile and the third was the one generated when the profile was created. What are the techniques and tricks to get the contacts folders set up right? Thanks Tom > I may have dug myself in a hole here. I moved all the email data > over to the new profile after setting the new default email folder. [quoted text clipped - 9 lines] > folders. The first two are copies from the old profile and the third > was the one generated when the profile was created. Click Tools>E-mail Accounts>View or change existing directories or address books>Next. Select the Outlook Address Book and click Remove. Stop and restart Outlook. Click Tools>E-mail Accounts>Add a new directory or address book>Next>Additional Address Books>Next. Select Outlook Address Book, click Next, then Finish. Stop and restart Outlook. Now right-click each Contacts folder you wish to appear in the Address Book, choose Properties, select te Outlook Address Book tab, and check the box marked "Show this folder as an e-mail Address Book" if it's not already checked. SignatureBrian Tillman Thanks Brian One last thing, why is Outlook trying to save a normal.dot file? I understand its coming from Word but why is Outlook messing around with it? Tom > One last thing, why is Outlook trying to save a normal.dot file? I > understand its coming from Word but why is Outlook messing around > with it? Beats me. I never use Word for composing mail. SignatureBrian Tillman I'm also getting a message that theres a change pending for normal.dot every time I exit Outlook. I know how to set that feature in Word but why is Outlook trying to change it? Tom Brian, YOU DA MAN!!!!!!! Thank you so much. You managed to walk me through this beautifully. I have now removed the unwanted duplicates from my Outlook Data Files before deleting any more shortcuts, which fixed the problem. Sorry for being such a pain - I always learn better by watching, but thank goodness for your patience with me. Thanks again for EVERYTHING!!!!! :-) Brandy > > Hi. I have Outlook 2002 (10.2627.2625). How do I copy my "Contacts," > > either all of them or only selected contacts or groups to share with [quoted text clipped - 24 lines] > -- > Brian Tillman > Brian, YOU DA MAN!!!!!!! Thank you so much. You managed to walk me > through this beautifully. I'm glad you were able to accomplish what you wanted. SignatureBrian Tillman |
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