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MS Office Forum / Outlook / Contacts / March 2008Outlook 2003 Contacts & Address Book
I have had been using Outlook Express for many years and now have started using Outlook 2003 for just my business emails. I have 2 questions here. First, in the "folder list", why do I have 2 folders called "Personal Folders", both with the identical folders underneath? When I click on "contact" in either of these trees, it seems they are identical. When I click on the "Contact" button in my shortcut list, there are 2 items listed in "my contacts" favorites: One is called "Contacts" the other "Contacts in Personal Folders". I'm confused why this is duplicated. This may have something to do with the next problem. When I open a new email window and click "To:", I get the following error message: The address list could not be displayed. The Contacts folder associated with this address list could not be opened; it may have been moved or deleted, or you do not have permission...." (I am not working on a server, it is my personal computer and I have Windows XP Media Edition. ) However, if I click "ok", it brings up an empty Address Book and if I click on "Show Names from the:" I get a drop-down menu that allows me to choose from: Outlook Address Book, Contacts or again, Contacts! It is defaulted to one called Contacts so if I click on the other it then brings up the list of all my contacts correctly! I would appreciate any help, this is driving me crazy. I do have a different list of contacts in Outlook vs Outlook Express and I would like to keep my personal separate from my business. Thank you in advance for your help. These are the symptoms of an Outlook profile that has been corrupted by migrating the data file incorrectly. State what you did so someone can tell you where you missed the mark.  SignatureRuss Valentine [MVP-Outlook] >I have had been using Outlook Express for many years and now have started > using Outlook 2003 for just my business emails. I have 2 questions here. [quoted text clipped - 30 lines] > personal separate from my business. > Thank you in advance for your help. Hmmm..honestly, I can't remember if I used the "import pst" or if I just placed the .pst from my old computer into the outlook folder where it usually resides. Hadn't thought about it until your post, could that be it? The only thing I did from Outlook Express was to export the emails that were addressed to my business email address and put them into Outlook. I've set up some new folders in my contacts recently but I have them in business categories so they are found easily. Do you think that is why I have 2 folders both identical and called Personal folders, because I may have just placed my old .pst file into the folder without actually importing it? If so, how would I correct that while not losing my new contacts entered since? Thanks! > These are the symptoms of an Outlook profile that has been corrupted by > migrating the data file incorrectly. State what you did so someone can tell [quoted text clipped - 33 lines] > > personal separate from my business. > > Thank you in advance for your help. Importing PST files will create a ghost. Your only fix is to create a new profile and migrate the data properly: Open your previous PST file and set it as your default. Documented in countless posts here. SignatureRuss Valentine [MVP-Outlook] > Hmmm..honestly, I can't remember if I used the "import pst" or if I just > placed the .pst from my old computer into the outlook folder where it [quoted text clipped - 59 lines] >> > personal separate from my business. >> > Thank you in advance for your help. Hi Russ, I appreciate your help and I understand that there have been previous posts, I just spent the past hour trying to search for a post that is appropriate and am a bit frustrated. I am afraid to use instructions for a version other than what I am using (2003) and have not found how to create a new PST File and migrate the data. I'm also a bit confused about your reply: If I create a new PST file and figure out how to migrate the data properly, why would I then set my previous PST file as default? Will this also remove the duplicate folder tree which I assume is what you refer to as the ghost I created? Thanks > Importing PST files will create a ghost. Your only fix is to create a new > profile and migrate the data properly: Open your previous PST file and set [quoted text clipped - 63 lines] > >> > personal separate from my business. > >> > Thank you in advance for your help. Hi Russ, Ok, now I'm in real panic mode. I created a new profile by going to control panel/mail I added the new profile, recreated the email, and when I got to the step to go back and edit e-mail accounts, I clicked on "new outlook data file" and found my OLD PST file and clicked it. I wasn't sure which format to choose, Outlook 2003 or the one for versions of 97-2002. Originally my PST was from Outlook 2000 and I don't know if it still is being that I have been using it in Outlook 2003. Anyway, I checked to be sure the mail was being delivered to the correct PST. I opened outlook and I still have 2 personal profiles but at least now they are different. I know from everything I read not to use the import/export so I tried to figure out how to copy the data from the old personal folder into the new one. I started with the calendar and it did copy the calendar but it created a subfolder under the calendar. When I did the inbox, since it is relatively new I just selected all emails in the inbox, then copied them into the new inbox. Now here is where I'm afraid I did this wrong: I want to copy my journal entries and be sure that my contacts move over WITH all the journal entries attached to them. I don't want another sub-folder and know there has to be a way to do this properly without all the subfolders. I want to then be able to close the unused personal folder and be sure that no incoming mail is going to it. I realize you do this hundreds of times a year (month even) but I honestly have been working on this now for the past 3 hours or so and I am completely frustrated. I do have a backup of the PST file that I started out with this morning in case I have to undo and redo everything. Thanks again. > Hi Russ, > [quoted text clipped - 75 lines] > > >> > personal separate from my business. > > >> > Thank you in advance for your help. > I started with the calendar and it did copy the calendar but it created > a subfolder under the calendar. That's because you're trying to copy the folder itself. Do not, unless it's a folder you created. Instead, open the source folder, select everything with CTRL-A, then clieck Edit>Copy to Folder, specifying the new corresponding folder as the destination. FOr the Calendar, you'll have to display the source in a table format like By Category in order for CTRL-A to work. When you are done copying, close the old PST by right-clicking on its root and choosing Close. SignatureBrian Tillman [MVP-Outlook] Sorry, one more detail I forgot to mention that you probably need...I set my profile for Outlook to prompt me for which profile I want each time it opens. I was in the new one that I titled <myname> profile. I'm not sure if that is the correct way to do it but I think it is why I now am able to see a new profile that is empty, along with the other folders that contain all my data? > Importing PST files will create a ghost. Your only fix is to create a new > profile and migrate the data properly: Open your previous PST file and set [quoted text clipped - 63 lines] > >> > personal separate from my business. > >> > Thank you in advance for your help. Ok, I'm really sorry for all these posts but I just went and re-opened Outlook using the original file called "outlook" and as soon as I opened it, all of the test emails from setting everything up again downloaded. This tells me that no matter what I did to set the mail settings to come to the NEW profile, I failed and this profile is still the operating one. I'm really trying here! Thanks in advance for your patience! > Importing PST files will create a ghost. Your only fix is to create a new > profile and migrate the data properly: Open your previous PST file and set [quoted text clipped - 63 lines] > >> > personal separate from my business. > >> > Thank you in advance for your help. I don't understand what you're saying. All you needed to do is open your old file in Outlook, set it as the default, restart Outlook, then close the new file. None of that would trigger the behavior you seem to be trying to describe. Detailed instructions can be found here: http://www.slipstick.com/config/backup.htm http://www.howto-outlook.com/Howto/backupandrestore.htm http://office.microsoft.com/en-us/assistance/HA010771141033.aspx SignatureRuss Valentine [MVP-Outlook] > Ok, I'm really sorry for all these posts but I just went and re-opened > Outlook using the original file called "outlook" and as soon as I opened [quoted text clipped - 91 lines] >> >> > personal separate from my business. >> >> > Thank you in advance for your help. Russ, THANK YOU THANK YOU THANK YOU! I'm really sorry for all the questions, but I have to say that I worked for a company for 7 1/2 years and we had 4 different IT people/companies in there (all paid) and since we started using Server 2003 there were ALWAYS ghost profiles, multiple contact lists, etc...They were never able to fix it! When I ended up with the ghost I wanted to be sure to correct it early! Thank you for your patience, I can tell by some of the comments I read that you get tired of the same old questions and I can certainly understand and appreciate that! But please know that your help IS greatly appreciated! I now have everything working properly, the correct profile opens when I open Outlook, the files back up to the correct PST file and I have backed that up! I've saved the websites you posted in case I ever need them again as well. Thanks also to Brian for your input as well. sparklinbluiz > I don't understand what you're saying. All you needed to do is open your old > file in Outlook, set it as the default, restart Outlook, then close the new [quoted text clipped - 98 lines] > >> >> > personal separate from my business. > >> >> > Thank you in advance for your help. Glad it worked, and thanks for letting us know. SignatureRuss Valentine [MVP-Outlook] > Russ, > [quoted text clipped - 141 lines] >> >> >> > personal separate from my business. >> >> >> > Thank you in advance for your help.
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