MS Office Forum / Outlook / Contacts / December 2003
Using Outlook contacts for Word's Envelopes and Labels in Office 2003
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WJ - 21 Dec 2003 05:25 GMT I have my pst file password protected. When I click on the address book in Word 2003, it gives me an error saying that it cannot open the address book.
However, if I open Outlook first, supplying my password, it works. In previous versions of Office (XP and 2000), if I did this, it presented me with the same password dialog box Outlook presents when opening Outlook.
Did I misconfigure something or is this a known issue?
Russ Valentine [MVP-Outlook] - 21 Dec 2003 09:34 GMT It's not an issue I've seen so far. What is the exact error message? How did you configure the Outlook Address Book in your default profile? How many profiles do you have?
 Signature Russ Valentine [MVP-Outlook]
> I have my pst file password protected. When I click on the address book in > Word 2003, it gives me an error saying that it cannot open the address book. [quoted text clipped - 4 lines] > > Did I misconfigure something or is this a known issue? WJ - 21 Dec 2003 16:45 GMT Running Win 2003 Server with Office 2003. I open Word (only) and click Tools -> Letters and Mailings -> Envelopes and Labels.
This prompts me for the Envelopes and Labels dialog box. When I click the address book icon at the top, I get prompted with "The address list could not be displayed. the Contacts folder associated with the address list could not be opened; it may have been moved or deleted, or you do not have permissions. For information on how to remove this folder from the Outlook Address Book, see Microsoft Office Outlook Help"
I only have the original Outlook profile set. I copied over my pst file from before and set it in outlook. When I go to Control Panel -> Mail and look at the profile, it sees the pst file (under data files button) and everything else works fine (in Outlook).
When I get the prompt in Word, above, after I click the OK button, it still shows the "Select Name" dialog box for the address book. What's more, in the "Show Names from the:" dropdown list for address books, it shows all my contacts and subdirs I created and shared as e-mail lists (Outlook -> right click contacts or subfolder -> properties -> Outlook Address Book tab -> Show this folder as an e-mail address book checkbox). This tells me it sees the correct pst file (or else how could it know my Contacts subdirs?).
I was wondering if copying the pst file over from Office 2000 instead of importing it could have been the issue. The "Format" setting in the Control Panel -> Mail icon says the format is Office 97-2002.
Now, with the above scenario, after I have the blank address book after clicking the address book button, if I open Outlook and supply my pst password, my contact info pops up in the address book as it should.
Any feedback is greatly appreciated!
Russ Valentine [MVP-Outlook] - 21 Dec 2003 16:56 GMT Your Outlook Address Book is configured incorrectly. Most likely you have a duplicate or corrupt reference to your Outlook Contacts Folder in your Outlook Address Book Service. To check to see if you do Go to Tools > E-mail accounts > View or change existing directories or address books > Outlook Address Book > Change. Remove any duplicate or incorrect references to Contacts Folders you see there.
 Signature Russ Valentine [MVP-Outlook]
> Running Win 2003 Server with Office 2003. I open Word (only) and click > Tools -> Letters and Mailings -> Envelopes and Labels. [quoted text clipped - 28 lines] > > Any feedback is greatly appreciated! WJ - 21 Dec 2003 20:32 GMT It shows my root "Contacts" folder and one of my sub dirs as valid e-mail address books, which is how I configured it in Outlook (right click Contacts (and the sub folder) -> properties -> Outlook Address Book tab, check "Show this folder as an e-mail Address Book"
It appears to be set up correctly, from what I can see.
Russ Valentine [MVP-Outlook] - 21 Dec 2003 20:49 GMT But if you get the error message "The address list could not be displayed. The Contacts folder associated with the address list could not be opened..." then one of those references is corrupt.
Remove the Outlook Address Book entirely from your profile. Restart Outlook. Add it back and configure it again. Restart Outlook.
 Signature Russ Valentine [MVP-Outlook]
> It shows my root "Contacts" folder and one of my sub dirs as valid e-mail > address books, which is how I configured it in Outlook (right click Contacts > (and the sub folder) -> properties -> Outlook Address Book tab, check "Show > this folder as an e-mail Address Book" > > It appears to be set up correctly, from what I can see. WJ - 22 Dec 2003 03:04 GMT I went to control panel and removed the MAPI reference to my will.pst file. Closed everything down. When I opened Outlook the option to make a contacts folder part of the address book was not available.
I went back in and added will.pst as an Outlook Address Book (not a Personal Address Book, right?). Restarted Outlook, and added my root "Contacts" as part of the Address Book. Also added "Family" under Contacts as part of my Outlook address book.
Everything still works fine under Outlook, as before. But still can't open the address book from Word. But it sees that I have two folder shared as address books: Contacts and Family. I see those in the right dropdown. So it must be reading the correct file.
Here's what I think the culprit is:
I went to Outlook, File -> Data File Management -> Settings button -> Change password button. I reset the password to blank. Tried everything from Word and it worked! With Outlook closed, I went to Envelopes and Labels, on the pop-up, clicked the address book, and it showed up.
I went back in and put my password back on my pst file and it failed again. This suggests to me that when Word is making the external call to the Outlook address book, it's not attempting to determine if the pst file is password protected. When it asks for the list of addresses, it is not validated and the call fails.
If you put a password on your pst file, does this work for you? That seems to be the breakdown and I can repeat the steps to duplicate this.
By the way, thanks, Russ, for being so prompt in answering my questions. I appreciate your time in this!
-Will
> But if you get the error message "The address list could not be displayed. > The Contacts folder associated with the address list could not be opened..." > then one of those references is corrupt. > > Remove the Outlook Address Book entirely from your profile. Restart Outlook. > Add it back and configure it again. Restart Outlook. Russ Valentine [MVP-Outlook] - 22 Dec 2003 05:13 GMT Can't repro that, nor is that what I told you to do. What happens if you do what I suggested?
 Signature Russ Valentine [MVP-Outlook]
> I went to control panel and removed the MAPI reference to my will.pst file. > Closed everything down. When I opened Outlook the option to make a contacts [quoted text clipped - 39 lines] > Outlook. > > Add it back and configure it again. Restart Outlook. WJ - 22 Dec 2003 15:56 GMT I thought I did what you asked. Let me echo this back and see if I got it right.
I went to Control Panel -> Mail -> Show Profiles Button. I removed "Outlook" from the list (it's the only thing listed). When I went to Outlook I had to set everything back up. It defaulted to the Outlook.pst file. I added "Will.pst" under File -> File Management. I went to Tools -> E-mail settings to point my e-mail account delivery to Will.pst. I had to add my pop3 accounts back. Now, before, I went ahead and removed my "Outlook.pst" file. I do this because 1. I don't use it and 2. When I am prompted for things like where to deliver my e-mail and such, it lists "personal folder" twice. I presume once for each pst file.
Did I do this correctly?
> Can't repro that, nor is that what I told you to do. > What happens if you do what I suggested?
> > > But if you get the error message "The address list could not be > displayed. [quoted text clipped - 5 lines] > > Outlook. > > > Add it back and configure it again. Restart Outlook. Russ Valentine [MVP-Outlook] - 22 Dec 2003 16:26 GMT No, I told you to remove the Outlook Address Book Service from the profile and add it back to reset the connection to your Contacts Folder. You created a new profile, which should achieve the same thing, except now you've provided yet another clue as to what the problem might be. If you've had two PST files referenced in the same profile, your Outlook Address Book Service is still probably pointing to the wrong Contacts Folder. That's why you get that error message. If you want to go the new profile route, _only_ add the one PST file you intend to use. Do not let Outlook create a new default PST. That's when the Outlook Address Book gets confused because it is still looking for the first default PST.
 Signature Russ Valentine [MVP-Outlook]
> I thought I did what you asked. Let me echo this back and see if I got it > right. [quoted text clipped - 23 lines] > > > Outlook. > > > > Add it back and configure it again. Restart Outlook. WJ - 23 Dec 2003 02:34 GMT I think I'm not following you.
1. I told you to remove the Outlook Address Book Service - Where do I do this?
2. If you've had two PST files referenced in the same profile, your Outlook Address Book Service is still probably pointing to the wrong Contacts Folder. - Before, I only had the one, Will.pst. With the original install, I removed Outlook.pst under "Data File Management". With what I tried this morning, I left the default "Outlook.pst" file there.
3. If you want to go the new profile route, _only_ add the one PST file you intend to use - I intend to use Will.pst. How do I set the "profile route"?
> No, I told you to remove the Outlook Address Book Service from the profile > and add it back to reset the connection to your Contacts Folder. [quoted text clipped - 36 lines] > > > > Outlook. > > > > > Add it back and configure it again. Restart Outlook.
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