Outlook address book - missing MANY entries

Posted on 2004-10-06
Last Modified: 2010-04-08
One of my users is running Outlook 2000 on Windows 98. She has Internet Mail, Microsoft Mail, Personal Folders & Outlook Address book listed under services. She recently had issues when trying to add contacts through the Address Book. She got an error message saying to use the contacts module to make her entry. She only had a few actual contatcs listed in her Contacts folder, but when I opened the Address Book, she had over 500 entries.  I noticed her Outlook Address Book properties had two "Contacts: Personal Folders" listed.  I removed both of the contacts and then removed & reinsinstalled the Outlook address book. Now all her contacts are gone except for the few that remain in the contacts folder. I have no idea where they could have gone. She had multiple *.pst files on her PC. I opened them all up and they only had a few contacts in the contatcts folder. She also had Microsoft Small Business Tools installed. I am not familiar with this at all, but it does have a drop down menu in of the option is update contacts from customer manager & the other is seperate contacts from customer manager. I have no idea if my contatcs would be stored in there somehow...
She also has duplicate folders in her Outlook, that is another issue probably worth mentioning. They cannot be removed...looks like I'll have to do that registry hack to get rid of them.

Question by:Dickdole
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LVL 21

Expert Comment

ID: 12258688
To see the Personal Address Book click TOOLS->SERVICES and the click ADD and choose PERSONAL ADDRESS BOOK and browse to her PAB file.  Then restart Outlook and see if the PAB contacts are there now.
LVL 21

Expert Comment

ID: 12258709
PS with the other issue you described, it might be best to:
1.  Create a new profile with a new, empty PST file
2.  Import the contents of her other PST files, choosing option to ignore duplicates
3.  Add the PAB as mentioned above
4.  Make sure OAB is in the services too

Then try it.

Author Comment

ID: 12287653
She never had a PAB setup, but I did try your methods...still no luck.
LVL 21

Accepted Solution

traval earned 500 total points
ID: 12290265
OK, I misunderstood the situation you were describing.  There are things called Address Books in Outlook.  One is the Personal Address Book (PAB) which is an actual address book which can be added to a profile, and used to create and maintain recipient lists.  The second is the Outlook Address Book (OAB) which isn't an address book at all, it is simply a method of displaying the contents of Contacts folders (stored in either a PST file or an Exchange mailbox) as though they were entries in an address book, allowing you to use them by clicking to TO button in a new email.  

When you said the user had a problem adding contacts in the address book,  I assumed it was putting in entries into the PAB.  But I now take it you mean they were unable to display the contents of Contacts folders in the OAB interface.

It's kind of a drawn out process, but what you will need to do is open each PST file on the users system, but what you will be looking for is folders other than the main "Contacts" folder that also contain contact data.  It might be a subfolder under Contacts, but it doesn't have to be.  They will have the same little drivers licence looking icon next to the folder name that the main Contacts folder has.  Make sure to expand to any subfolders in the folder list by clicking on all the plus signs.  

The main Contacts folder gets automatically added to the OAB service, but any other folders which hold contact data in them will not, you have to manually tell Outlook to include them.  If that had been done before, and then the OAB service removed and readded, they will have to be manually added again to the service.

Once you have located the PST file and folder containing the info you need, you can either drag & drop the contacts into the new main Contact folder, or right click on the old folder, choose PROPERTIES, then OUTLOOK ADDRESS BOOK tab, and check the box to display as address book.

Author Comment

ID: 12290381
Thanks for the tip...I found them earlier today and you were right on the money. The "missing" contacts were actually in a subfolder that the user created. This user had several PST's and 100's of folders that they created. One of the subfolders did contain a contatcs folder...and this was where they were all kept.

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