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Multiple names given to same contact.

Posted on 2006-10-20
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Last Modified: 2010-04-08
One of our users is having difficulty sorting his received email list because random contacts get assigned multiple names.

Example: John Smith would look like ""j.smith"", "John Smith", "Smith, John" and so on, making it hard to find all the emails sent from one person.

We are using Exchange Server 2000 and the user is using Outlook 2002.
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Question by:theericks
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Frankco earned 125 total points
ID: 17780241
hi threericks,

It sounds like the user might have more than one address book. Is he using a PIM, such as a Blackberry?

If not, look closely at his address book to make sure he has only one entry for each contact. Check the properties of the contacts that show up with different names.

Follow these steps to change the contact display format so that the Contacts list is sorted by the last name of the contact: 1. Sort the Contacts list by the File as field. To do this: a.  Start Outlook 2003.  
b.  On the Tools menu, click E-mail accounts.  
c.  Click View or change directories or address books, and then click Next.  
d.  Click Outlook Address Book, and then click Change.  
e.  Under Outlook Address Books, click the address book that you want to change the contact display format for. For example, Contacts: Personal Folders, and then click File As (Smith, John).  
f.  Click Close, and then click Finish.  
 
2. Quit and restart Outlook 2003.  
3. Verify that the newly created contacts are sorted in the LastName, FirstName format. To do this: a.  On the Tools menu, click Options.  
b.  Click the Preferences tab, and then click Contact Options.
c.  In the Contacts Options box, click Last, First in the Default File As order list.  
d.  Click OK two times.
 
4. Edit the properties of any contacts that have the File as option configured individually. This setting overrides the setting that you made in step 1. a.  Double-click any contact that does not appear in the LastName, FirstName format in your Contacts list.
b.  Click the General tab, click the down arrow next to File as, and then click Lastname, Firstname, where Lastname, Firstname is the name of the contact.
 
cheers,
frankco

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