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How to best manage growing contact list in Microsoft Outlook 2010

Posted on 2014-09-09
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Last Modified: 2014-09-22
My boss scans business cards using World Card and store\sync them to Outlook. Right now he have more that 2000 contacts and its growing and takes up valuable space in the .ost file. My company only allows 500MB per mailbox. He asked me to come up with a solution on how to best manage this contact list and growing size. He fears that the contact will eventually take up so much space that he would not receive anymore mail because mailbox is full.
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Question by:shydoc
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11 Comments
 
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Expert Comment

by:MIRSYS
ID: 40311557
You could use a public folder to keep these contacts instead of his own contacts folder.
This way it would not fill up his quota. Also you can give permissions on the folder just for him.
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Author Comment

by:shydoc
ID: 40311569
Thanks Mirsys for the comment. The public folders are controlled by our ICT department and I need to get their permission first. Will get back asap
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Author Comment

by:shydoc
ID: 40318857
I have contacted our IT department, and found out that Public folders are no longer available. Any other solutions.
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LVL 3

Expert Comment

by:MIRSYS
ID: 40318869
What do you mean PF are no longer available?
Anyway, another option would be to create an archive/pst file and store them there. Either locally or on a network share.
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Author Comment

by:shydoc
ID: 40318898
PF no longer offered from Outlook by my company, why I have no idea.

If I stored in .pst file then the contacts can't  sync with mobile right?
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Expert Comment

by:MIRSYS
ID: 40318915
Strange...
And no when working with PST it will not be syncing with mobile.
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Author Comment

by:shydoc
ID: 40318928
I investigated the mailbox and found the contacts have 2245 but the mailbox contact size is about 220MB. Is this normal? Contacts are supposed to be text files right? Does scanning the contacts from World Card inflated the size?

I tried compacting OST but the size didn't change.
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Accepted Solution

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MIRSYS earned 500 total points
ID: 40318930
I wouldn't think so.
I have an outlook here with about 250 contacts and it is 1MB in size...
But it does depend wether or not you use pictures and such. Because I don't.
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Author Comment

by:shydoc
ID: 40318932
Is it possible to see the size of individual contacts file size?
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LVL 3

Expert Comment

by:MIRSYS
ID: 40318936
Try exporting one and view size?
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Author Comment

by:shydoc
ID: 40338212
No real solution for this problem, awarding to MIRSYS for the contribution
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