Solved

Sorting Categories in Outlook 2003

Posted on 2006-07-20
23
275 Views
Last Modified: 2010-04-08
I have created a new master category list that I have installed on everyone's computer. I want to be able to filter/sort by the categoires. Many of the contact items have more than 1 category assigned to them. The problem I am having is that when I go to the filter and choose advance and categories - example 1 categori is ACU and another is PACU. When I choose to sort/filter the ACU (check to box in categories) it pulls up both not just the ACU category I checked. Is there something I am doing wrong?
0
Comment
Question by:Pdeters
  • 14
  • 9
23 Comments
 
LVL 76

Expert Comment

by:David Lee
Comment Utility
Greetings, Pdeters.

What condition are you using?

Cheers!
0
 

Author Comment

by:Pdeters
Comment Utility
? Not sure what you mean

I am going to Options - Advanced Find - the advance find dialog box comes up - I choose the "More Choices" tab - I click on the categories button - check the box for the ACU category that I created - it is added to the list - I hit OK - I hit the button "Find Now"

I then get all the contacts that have ACU as a category but I am also getting all the contacts that havae PACU as a category.
0
 
LVL 76

Accepted Solution

by:
David Lee earned 500 total points
Comment Utility
Pdeters,

> ? Not sure what you mean
Sorry, you mentioned "filter" so I thought you were setting a filter in a view.  

I believe the search is doing a simple string comparison.  Telling it to "find items with a category of ACU" is apparently being converted to "find items where ACU is in the categories".  Since PACU contains the requested string they're being found too.  If you go to the Advanced tab and fill the search in there, setting the condition I mentioned to "is (exactly)", you'll get the desired results.
0
 

Author Comment

by:Pdeters
Comment Utility
Just tried that but it did not work. Now I got nothing.

My contacts have more than 1 category assigned so if I put excactly ACU it brings up nothing.

My understanding (obviously wrong or goofed up somewhere along the line) is that By choosing the categoreis  in the More choices is actually going to choose the the category I click.

Is there anyway to do this?
0
 
LVL 76

Expert Comment

by:David Lee
Comment Utility
My contacts have multiple categories assigned too.  I added ACU to one contact and PACU to another.  When I run the search you initially described it finds both contacts.  When I run the search I outlined in my last post it finds just the contact containing ACU.  
0
 

Author Comment

by:Pdeters
Comment Utility
does the one that has ACU assigned have any other categories assigned?
0
 
LVL 76

Expert Comment

by:David Lee
Comment Utility
Yes, both have 3+ categories.
0
 

Author Comment

by:Pdeters
Comment Utility
I must be doing something wrong then.  Let me try again.

I open up my contact folder and go to find - "cntl + shift + F" - I am giong to the Advanced Tab - i choose define more criteria - i am selecting the field categories - condition - is (exactly) - value i put ACU - select "Find Now" - and I get nothing????
0
 

Author Comment

by:Pdeters
Comment Utility
I tried the same thing with PACU and got only the PACU's that did not have other categories with them
0
 
LVL 76

Expert Comment

by:David Lee
Comment Utility
Did you click "Add to List" before clicking "Find Now"?
0
 

Author Comment

by:Pdeters
Comment Utility
Yes
0
Free Trending Threat Insights Every Day

Enhance your security with threat intelligence from the web. Get trending threat insights on hackers, exploits, and suspicious IP addresses delivered to your inbox with our free Cyber Daily.

 

Author Comment

by:Pdeters
Comment Utility
Is there some setting I am missing?

This is how I got the contacts in. I imported them from Access but first I addess all the categories to the master list in outlook so that when I imported them they would already be there. I have added the Outlook Master reg to the other computers so that they hvae the master list of categories.

When I did a search of the ACU category along with (an exmaple of) MS (because some have this categorie) - so I put in MS, ACU - is (exactly) and that came up. Could it have something to do with importing????

I am going to try and create in another contact folder (short list of course) and see if this is happening there and could be a prob importing. - will get right back to let you know
0
 
LVL 76

Expert Comment

by:David Lee
Comment Utility
I can't explain why the search is behaving differently.  I'm on Outlook 2003 also, so it's not a version difference.  Do you have all the patches and service packs applied?  I verified that what I'm seeing isn't a result of ACU being the first category in line.  I repeated the search using the last category in line and that worked too.  There is no setting I know of that affects search behavior.  
0
 
LVL 76

Expert Comment

by:David Lee
Comment Utility
That'll be a good test.
0
 

Author Comment

by:Pdeters
Comment Utility
It worked !!! Thank you for working through this with me but now I have a new problem. How do I get it to take the categories when I import !! It looks like they did - the check marks are there and everything and the master categories are already in the category list because i put them before hand - Any Ideas would really be appreciated. And again thanks for helping think this out
0
 

Author Comment

by:Pdeters
Comment Utility
Oh, And an FYI choosniog the more choices and the categories you are able to choose the category by check box then and it works -
0
 

Author Comment

by:Pdeters
Comment Utility
I have over 2300 contacts and I would hate to have to go in and select the categories all over again
0
 
LVL 76

Expert Comment

by:David Lee
Comment Utility
You're welcome.  How did you import from Access?  
0
 

Author Comment

by:Pdeters
Comment Utility
I was in Outlook and went - File - Import/Export - Import from another file or program - Selected Access - then the table I wanted to import and then mapped out the fields.
I wonder if i need to have the categoiresin the order that they are in the master list - example ACU, MS, PACU
I initially imported mixed - example MS, ACU, PAC
Will let you know if that makes a difference
0
 
LVL 76

Expert Comment

by:David Lee
Comment Utility
Ok.  Were the categories entered in the master list before or after the import?
0
 

Author Comment

by:Pdeters
Comment Utility
Yes - and they are exactly typed the same.

I tried putting in alpha order same as Category master. No luck.

It looks like it imports fine - each categor is check off in the list when you open up the contact. the categories all have a comma between them and then when you open it up they are all checked. example ACU, MS, PACU and then they are all checked but if i do a view by category it doesn't show up ACU then the MS and then PACU - they show up as one category in that view until I go into the contact can rechoose the category by clicking on the check mark.

There has to be something to get around this -  I hope
0
 

Author Comment

by:Pdeters
Comment Utility
Sorryy did answer you questions. They were entered in the master before the import
0
 

Author Comment

by:Pdeters
Comment Utility
Actually I have a different question now than I initally asked. I will post again. You did answer the initial question.

THanks for your help
0

Featured Post

How your wiki can always stay up-to-date

Quip doubles as a “living” wiki and a project management tool that evolves with your organization. As you finish projects in Quip, the work remains, easily accessible to all team members, new and old.
- Increase transparency
- Onboard new hires faster
- Access from mobile/offline

Join & Write a Comment

My experience with Windows 10 over a one year period and suggestions for smooth operation
If you don't know how to downgrade, my instructions below should be helpful.
This Experts Exchange video Micro Tutorial shows how to tell Microsoft Office that a word is NOT spelled correctly. Microsoft Office has a built-in, main dictionary that is shared by Office apps, including Excel, Outlook, PowerPoint, and Word. When …
To add imagery to an HTML email signature, you have two options available to you. You can either add a logo/image by embedding it directly into the signature or hosting it externally and linking to it. The vast majority of email clients display l…

771 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

Need Help in Real-Time?

Connect with top rated Experts

12 Experts available now in Live!

Get 1:1 Help Now