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MS Office Forum / Outlook / Contacts / October 2004

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Can't bring up an arbitrary contact from my contact subfolders

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david - 09 Oct 2004 20:55 GMT
Hi,
I have several levels of subfolders under my main contact folder.
I want to send an email to a contact by doing:
Action   ->   New Message to contact.
and then select the receipient.

A pop up appears, saying "Select Names":
From this pop up, I am not able to navigate through my contact sub-folder
structure and locate the contact(s) to whom I want to write an email.
I am using Office 2003  and Window XP, desktop version.
Does anyone have a solution?  Thanks.

David
Russ Valentine [MVP-Outlook] - 09 Oct 2004 21:36 GMT
I don't understand.
Actions > New Message to Contact can only be launched from the Contact
Folder after you have already selected the recipient. Otherwise it is grayed
out.
You must be using some other step. Clarify what you're really doing.
Signature

Russ Valentine
[MVP-Outlook]

> Hi,
> I have several levels of subfolders under my main contact folder.
[quoted text clipped - 9 lines]
>
> David
david - 10 Oct 2004 04:01 GMT
There are several ways to gain access to "Actions - New Message", doing which
will cause a screen to be popped up for one to compose an email.
Regardless of how the screen for composing email has popped up,
whatI am trying to accomplish is to be able to search for and bring up an
arbitrary contact (or contacts), and send this contact an email.

The "To" button on the email composing screen will spawn a new pop up for
one to select email receipients.
But I don't see the complete contact folder and subfolders presented in the
pop up.
Hence I am not able to navigate to the desired folder, and can't locate the
desired  contact.
I am aware that I can always find the contact first by search through the
"folder list"  .  However, that is not what I wish to do.
Hope this is not too confusing.
David

> I don't understand.
> Actions > New Message to Contact can only be launched from the Contact
[quoted text clipped - 14 lines]
> >
> > David
Russ Valentine [MVP-Outlook] - 10 Oct 2004 05:24 GMT
No. There aren't "several ways" to gain access to the New Message to Contact
command, and none of them  will invoke the Check name dialog.
Why don't you start by telling us the steps you are using. Include
information on how you have configured the Outlook Address Book and whether
you have enabled your subfolders as email address books.
Signature

Russ Valentine
[MVP-Outlook]

> There are several ways to gain access to "Actions - New Message", doing
> which
[quoted text clipped - 36 lines]
>> >
>> > David
david - 10 Oct 2004 08:09 GMT
Open Outlook 2003.
Click on Inbox.
Do "CNTL N" (to open a blank email.)
Click on "To" (to bring up the pop up for selecting receipients)
(and yes, my subfolders are enabled as email address books.)

From here, I want to send an email to say 3 persons whose names I may not
recall or know, and will need to search through my contact sub-folders in
order to locate them.
To find receipient #1, I would normally need to navigate through my contact
folder like this:
  contact  -> customers -> New York    (and then pick from all my new york
clients.)
To find receipient #2, I may need to do this:
  contact -> trades -> painters   (and then pick the name of a painter).
Similarly for the third receipient.

Unfortunately the "Select Names" pop up window does not present the contact
folders in hierarchy structure.
It also does not give user a sorted view of the folders, which for instacne
would allow me to zeroed in on "painters" quickly if I want to locate all my
painter contacts.
To appreciate the problem, please recall I do have many subfolders several
levels deep, so it would not be practical to just browse through the names of
the subfolders (100's of them) if they are not presented to user in some
logical order (such as "original hierarchy", or "sorted'.)

I am hoping that someone out there has a solution that provide any or all of
these capabilities:
(i)  ability to get the "Select Names" pop up to present contact subfolders
in collapsible  hierarch order;
(ii) ability to get the "Select Names" pop up to present contact subfolders
in sorted order;
(iii) ability to toggle the "email address book" setting for a subfolder and
all subfolders beneath it with one click;
(iv) ability to accumulate recipient names for a new email as these
receipients are identified by (A) clicking on the contact entry for the
receipient in a contact subfolder; and (B) finding the receipient using the
"Advanced Find" facility.

David



> No. There aren't "several ways" to gain access to the New Message to Contact
> command, and none of them  will invoke the Check name dialog.
[quoted text clipped - 41 lines]
> >> >
> >> > David
Russ Valentine [MVP-Outlook] - 10 Oct 2004 11:23 GMT
That's what I thought. That is completely different than the "New Message to
Contact" action.

The Outlook Address Book is a poor choice for selecting recipients in the
way you want because it cannot be configured. Contact Folders will simply
appear in the order in which they were added. You can only select which
folder appears first and the order in which folders will be searched.
Moreover, folders will only be searched until there is a match and no
subsequent folders will be searched after that.
Outlook's search/find features are designed for use in the Contact Folder
interface, not the Address Book.
Signature

Russ Valentine
[MVP-Outlook]

> Open Outlook 2003.
> Click on Inbox.
[quoted text clipped - 99 lines]
>> >> >
>> >> > David
david - 10 Oct 2004 22:49 GMT
Hi Russ,
Actually I am not interested in Outlook address book so much.  
But I am interested in been able to locate contact entries in subfolders.
I may make a new post to see if any one has a solution to any of the 4 items
I described previously, and recapped below.
Item (iii) is especially important.

Recap:
> I am hoping that someone out there has a solution that provide any or all
> > of
[quoted text clipped - 13 lines]
> > the
> > "Advanced Find" facility.

David

> That's what I thought. That is completely different than the "New Message to
> Contact" action.
[quoted text clipped - 110 lines]
> >> >> >
> >> >> > David
 
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