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Categories in shared contacts (Outlook 2007)

Posted on 2009-05-19
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Last Modified: 2012-05-07
Hi,

We use each other's contacts from time to time in the office and the reception staff also edits them for certain people. When they add a new contact to somebody's contacts, they often assign the new contact to a category. This was working fine with Outlook 2003 however with 2007 they can see the category for a current contact, but can't edit, create or assign somebody to the category. When we check an already assigned person, and double click on the category on the top, it will show the category, and put in (not in master list) next to it. We can't edit/rename it, and can't create new ones.
I already have tried to right click on mailbox, properties and push upgrade to color categories with no luck.

Please let me know your thoughts!

Gabor
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Question by:backbonemd
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5 Comments
 
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Expert Comment

by:David Lee
ID: 24421636
Hi, backbonemd.

Outlook 2003 and earlier stored the master category list in the registry.  Outlook 2007 stores it in a hidden folder in the user's mailbox.  Ditto for the colors associated with a category name.  You can add categories to an item because they are text entries in the item (e.g. message, contact, etc.) itself.  You cannot add to the master category list or change colors without being signed into the mailbox as the actual user.  There might be an exception to that rule if you are each given complete rights to every mailbox, but I'm not certain of that (I've never tried).  

I don't remember that you could add categories to the master category list in 2003, but it's been awhile since I've used it and may not be remembering correctly.
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Author Comment

by:backbonemd
ID: 24421668
Hi BlueDevilFan,

Thanks for your comment.
Can you suggest a solution e.g sign in as the other user on the same computer and do this or that? Or is it not possible to do the categories for other users at all?
Thanks
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Accepted Solution

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David Lee earned 500 total points
ID: 24421756
You'd have to sign in to that user's mailbox as that person or as a mail system administrator.  You could then add a category to that person's master category list and assign it a color.  Microsoft clearly sees categories as being personal (by default Outlook 2007 includes a rule that removes categories from items you receive).  They didn't include any built-in means of sharing categories.  There are some 3rd-party tools that enable shared categories and it's simple enough to script the process.  
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Author Closing Comment

by:backbonemd
ID: 31582935
You're a star mate, thank you for your help
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LVL 76

Expert Comment

by:David Lee
ID: 24422293
You're welcome.  Glad I could help.  Cheers!
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