Custom Outlook Contacts fields and Search options

Posted on 2006-07-14
Last Modified: 2010-04-08

I have a need to create a list of contacts with custom fields. Say, it is a list of subcontractors and custom fields would be their specialty (electrical, concrete, etc.), License number and a few others.

Now, I am thinking that the way to do it would be to create a custom contacts form with those fields.

The question is how to do a convinient search based on those fields and also some standard fields. The Outlook "Find" button from the toolbar is very limited and Ctrl-Shift-F Advanced Find is too "advanced" for my users. Is there a middle ground solution a third-party add-in maybe?

Thank you,

Question by:alex-n-bill
Welcome to Experts Exchange

Add your voice to the tech community where 5M+ people just like you are talking about what matters.

  • Help others & share knowledge
  • Earn cash & points
  • Learn & ask questions
  • 5
  • 3
LVL 76

Expert Comment

by:David Lee
ID: 17114505
Hi alex-n-bill,

A custom contact form sounds like a good solution.  I'd recommend a pulldown for the specialty, unless there's a need to track multiple specialties for each contractor.  If, so then checkboxes would make more sense.  The search can be accomplished via a custom search form.  I'm not aware of a third-party utility that does this, but there's an excellent list of third-party add-ins at (


Author Comment

ID: 17123384
Thanks for the idea. But could you please be a little more specific about custom search form creation?
LVL 76

Expert Comment

by:David Lee
ID: 17123909

Outlook 2002 and beyond has the ability to create user forms.  A user form is a custom dialog-box.  You could create a custom search dialog-box that would invoke a search in the background.  All that's required is building the form (pretty simple) and writing the script (VBA code) to invoke the search.  
Independent Software Vendors: We Want Your Opinion

We value your feedback.

Take our survey and automatically be enter to win anyone of the following:
Yeti Cooler, Amazon eGift Card, and Movie eGift Card!


Author Comment

ID: 17125906
I created my new contact form. What about the search form -- do I create it from form design or from Visual Basic Editor?

Can you send me to some article or some info about how exactly to do it. Especially in regards to VBA code.

LVL 76

Accepted Solution

David Lee earned 500 total points
ID: 17126080
You'll create the search form in the VB Editor as a userform.  Before creating it you need to decide what fields you plan to search on and whether you'll be searching for single or multiple values in a given field.  Having decide that you can go ahead and build the form, and work out how to construct a search.  If you decide to search fields for a single value, then you have an "and" type search.  Get all records where FieldA="somevalue" And FieldB="somevalue", etc.  If you decide to search any field for multiple values, then you have a mixed search.  Get all records where FieldA="somevalue" And (FieldB="somevalue" Or FieldB="someothervalue").  And type searches are certainly eaiser, both in terms of the search form and the search, but are less useful.  Mixed searches are a bit more comples to put together, but are more useful.  The search itself can be done in several ways.  

1.  Script an advanced search.  Here's a link to a page with samples for that:  (The samples are toward the bottom of the page.)

2.  Create a Search Folder on the fly.  I believe this will only work with Outlook 2003.  Here's a link to a previous EE question where I used that approach:

3.  Create a simple search.  This uses the Find or Restrict method of a folder's Items collection to filter out records that don't meet a given set of conditions.  It's the easiest to do, but also the slowest performance wise, and it doesn't give the results back in a display like the other two do.  Typically you use this kind of search behind the scenes to do something, e.g. find all records in a given city and send them all an email. is an excellent resource for scripting/programming Outlook.  I can also recommend a couple of books if you're interested.  
LVL 76

Expert Comment

by:David Lee
ID: 17220718
Any update, alex-n-bill?

Author Comment

ID: 17224059
Yeah, sorry.

I just returned from vacation -- back to my problems. That seemed like a good answer so I am going to give you the points. It will just take me a while to figure out all the details of those artickles and the book (I have Mosher's book on Outlook programming).

Meanwhile I have another question:
LVL 76

Expert Comment

by:David Lee
ID: 17224104
No problem.  I hope you had a great vacation.  If there'sanything else I can do just let me know.

I'll have a look at the other question.


Featured Post

On Demand Webinar - Networking for the Cloud Era

This webinar discusses:
-Common barriers companies experience when moving to the cloud
-How SD-WAN changes the way we look at networks
-Best practices customers should employ moving forward with cloud migration
-What happens behind the scenes of SteelConnect’s one-click button

Question has a verified solution.

If you are experiencing a similar issue, please ask a related question

If you troubleshoot Outlook for clients, you may want to know a bit more about the OST file before doing your next job. IMAP can cause a lot of drama if removed in the accounts without backing up.
In this article I discuss my selections of the Top Four free Outlook OST File Viewers available. Open, view and read even damaged OST files by using these tools. They all provide a clear preview of all data such as emails, notes, tasks, calendars, e…
CodeTwo Sync for iCloud ( automatically synchronizes your Outlook 2016, 2013, 2010 or 2007 folders with iCloud folders available via iCloud Control Panel. This lets you automatically sync them with…
A short tutorial showing how to set up an email signature in Outlook on the Web (previously known as OWA). For free email signatures designs, visit If you want to manage em…

621 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question