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MS Office Forum / Outlook / Contacts / January 2008Parenthesis missing in "File As" for Company Name
In Outlook 2007, my default "File As" format for contacts is: "Last Name, First Name (Company Name)" However, for several of my contacts instead of appearing as: Smith, John (ABC Products) the "File As" field appears as: Smith, John, ABC Products This is driving me nuts! All the normal fields (First Name, Last Name, Company Name, etc.) are already populated correctly. Anyone have any suggestions? There is some sort of formatting applied to each contact individually in this case. But how? There is a whole lot of info missing from this explanation to even remotely guess as to possible cause but some questions that beg asking are: #1 - Are these contacts in PST files or Exch folders? If Exch, Personal or Public? #2 - Can you replicate this occurrence on any newly created contact? #3 - Does this "problem" only show itself on "pre-existing" contacts? #4 - Were all these contacts manually created (in any version of Outlook) or imported? If imported, from what data source - i.e PST2PST or CSV to PST etc? (simply opening a PST file from a prior Outlook version is not considered importing - am referring to any explicit "import" process) #5 - What Outlook version was used to create the contacts with the problem (see "All Contact Fields" - Outlook Version) #6 - There is <absolutely> no possibility that "any" kind of manual change was made to the FileAs field by anyone at any time - is that correct? Just by looking at the example of the invalid entry where there is a comma following each word indicates that this is not being parsed using info entered into Outlook since Outlook does not add a second comma regardless of default format used. Outlook '2007 (or any other version for that matter) doesn't have separate formatting rules "by contact" - goes by whatever the default is set to when the contact is created. Karl ___________________________________________________ Karl Timmermans - The Claxton Group ContactGenie - Importer 1.3 / DataPorter 2.0 / Exporter "Power contact importers/exporters for MS Outlook '2000/2007" http://www.contactgenie.com > In Outlook 2007, my default "File As" format for contacts is: > [quoted text clipped - 12 lines] > suggestions? There is some sort of formatting applied to each contact > individually in this case. But how? This is the first time I have ever used this mechanism for reporting an issue. Note I did not set it as "Left HIgh and Dry by MSFT" (I don't know how it got that way). Plpease note the inserted responses: > There is a whole lot of info missing from this explanation to even remotely > guess as to possible cause but some questions that beg asking are: Sorry! > #1 - Are these contacts in PST files or Exch folders? If Exch, Personal or > Public? I am not sure. How do I tell the difference? This is on my personal PC at home - so no exchange server could be involved - I know my information is archived to a .pst folder... Let me know how to check, thanks > #2 - Can you replicate this occurrence on any newly created contact? Yes, that is the only way newly created contacts will go in. When viewing contact details for one contact, the parenthesis appear around the company name in the "File As" field, but looking at a group of contacts the file as field shows a comma for the company name for that column and row. > #3 - Does this "problem" only show itself on "pre-existing" contacts? No, only ones newly entered into outlook. Contacts entered into a pocket pc and then synchronized with outlook display properly within outlook. > #4 - Were all these contacts manually created (in any version of Outlook) or > imported? Manually crerated in outlook 2007 If imported, from what data source - i.e PST2PST or CSV to PST > etc? > (simply opening a PST file from a prior Outlook version is not > considered importing - am referring to any explicit "import" process) Oultlook 2007 > #5 - What Outlook version was used to create the contacts with the problem > (see "All Contact Fields" - Outlook Version) > #6 - There is <absolutely> no possibility that "any" kind of manual change > was made to the FileAs field by anyone at any time - is that correct? Yes, I am unable to alter the file as field to display correctly - even if I manually put the parenthesis in there it shows without them. > Just by looking at the example of the invalid entry where there is a comma > following each word indicates that this is not being parsed using info > entered into Outlook since Outlook does not add a second comma regardless of > default format used. Outlook '2007 (or any other version for that matter) > doesn't have separate formatting rules "by contact" - goes by whatever the > default is set to when the contact is created. This is incorrect. I can show you a bitmap file picure showing I entered it into outlook manually, and it shows up in the contact details with the parenthesis automatically, then when viewing the contact with a group of contacts all at once the file as field for that one manually entered contact does not have parenthesis but a comma. I show it all in a .bmp file. How can I upload that? Or let me know your email address and I can send that to you - it is not big... > Karl > ___________________________________________________ [quoted text clipped - 19 lines] > > suggestions? There is some sort of formatting applied to each contact > > individually in this case. But how? This is summary of the issue particularly in light of the commented screenshot you sent me - amazes me that I never noticed this behaviour after all this time. #1 - When the default FileAs setting is set to "Last, First (Company), the FileAs field will be formatted as expected when individual contacts are opened BUT when the FileAs field is included in a "Detailed View" (i.e. Phone List as a for instance), the FileAs field will be displayed as "LastName, FirstName, Company" exactly as you identified in the original post. Didn't dawn on me to check the detailed views before I posted my original response. This is true of both Outlook '2007 and '2003 which is all I had handy to check with at the moment. #2 - If you import the Name & Company fields via the Outlook import wizard - the FileAs field will contain only the LastName, FirstName data without the company name. (Just as an FYI and shameless plug - CG import products will result in the FileAs field being populated the same way it would have if the contact were created manually - ergo - using whatever the FA settings are). #3 - In the example you sent me - you noted one contact that did have the info displayed correctly (i.e. LN, FN (CN) ) which you suspected was synced. That would occur if the sync software is explicitly populating the FA field. We're going to a have a solution for this and a number of other issues shortly with a new standardization utility which will result with the FA field appearing in the detailed grid view the same way it does in the individual contact record. So in short..... What you see is the way that Outlook works unless someone else has info on how to alter this behaviour but doubt that there is such an option within Outlook. Karl ___________________________________________________ Karl Timmermans - The Claxton Group ContactGenie - Importer 1.3 / DataPorter 2.0 / Exporter "Power contact importers/exporters for MS Outlook '2000/2007" http://www.contactgenie.com > This is the first time I have ever used this mechanism for reporting an > issue. Note I did not set it as "Left HIgh and Dry by MSFT" (I don't know [quoted text clipped - 102 lines] >> > suggestions? There is some sort of formatting applied to each contact >> > individually in this case. But how?
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