Results 1 to 12 of 12
  1. #1
    Star Lounger
    Join Date
    Jan 2001
    Location
    Iowa, USA
    Posts
    79
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Importing Outlook GAL data (Access/Windows/Outlook 2000)

    I'm trying to use Access to run a query against our Global Address List in Outlook. What I want is the first name, last name and email address of all the people in a specific department.

    I've imported the database and created the query and it pulls the people I want. The problem is that there are multiple lines in the Email Addresses field and only the first one is returned. How can I get to the rest of the information in the field?

    I've searched here and in the MS Knowledge Base but didn't find anything that seemed to relate to the issue. It's not a 255 character limit on the field as some of the data it is getting is substantially less than 255 characters...it always ends with whatever is on the first line of the field.

    Thanks!
    Sue

  2. Subscribe to our Windows Secrets Newsletter - It's Free!

    Get our unique weekly Newsletter with tips and techniques, how to's and critical updates on Windows 7, Windows 8, Windows XP, Firefox, Internet Explorer, Google, etc. Join our 480,000 subscribers!

    Excel 2013: The Missing Manual

    + Get this BONUS — free!

    Get the most of Excel! Learn about new features, basics of creating a new spreadsheet and using the infamous Ribbon in the first chapter of Excel 2013: The Missing Manual - Subscribe and download Chapter 1 for free!

  3. #2
    Plutonium Lounger
    Join Date
    Dec 2000
    Location
    Sacramento, California, USA
    Posts
    16,775
    Thanks
    0
    Thanked 1 Time in 1 Post

    Re: Importing Outlook GAL data (Access/Windows/Outlook 2000)

    What do you mean, multiple lines in the email addresses? Do you mean you have more than one email address entered in to the same field? If so, they aren't valid email addresses and the wizard may be filtering them out. If you have multiple email addresses in separate fields (i.e., email2, email3), then you should have gotten a separate record for each address.
    Charlotte

  4. #3
    Star Lounger
    Join Date
    Jan 2001
    Location
    Iowa, USA
    Posts
    79
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Importing Outlook GAL data (Access/Windows/Outlook 2000)

    If you go into the Global Address List and select a person's name then go into the Properties for that person, the E-mail Addresses tab (note the plural in the tab name) has several lines of addresses (mine has 5).

    The Email, Email2, Email3 options that you mention are only available (as far as I know) in Contacts. I'm talking about the Global Address List.

    I want Access to return the entire contents of the E-mail Addresses field instead of just the first line. I'm wondering if there's a carriage return that's stopping it at the end of the first line or something and, if so, if there's any way around it.

    Thanks!
    Sue

  5. #4
    Bronze Lounger
    Join Date
    Nov 2001
    Location
    Arlington, Virginia, USA
    Posts
    1,394
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Importing Outlook GAL data (Access/Windows/Outlook 2000)

    When I import Global Address List (or organizational sublist, our global list is too large) from the Outlook/Exchange server, in the "E-mail address" field I don't get ANY of the 4 or 5 email addresses typically listed in Properties for that name, instead get something that looks like this:

    /o=ORGANIZATION/ou=ABCINC/cn=Recipients/cn=MarkD

    Seems like the list of e-mail addresses you see in Properties is being pulled from another table somewhere, based on the codes in this field. Maybe someone with Exchange Server expertise (not me!) can explain how this works, and if it is possible to import/link these other tables that store the actual e-mail addresses from Access.

  6. #5
    Star Lounger
    Join Date
    Jan 2001
    Location
    Iowa, USA
    Posts
    79
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Importing Outlook GAL data (Access/Windows/Outlook 2000)

    Mark,

    Yes! That's what the first line of the E-mail Addresses tab looks like and that's all that's getting imported. The "real" addresses are on other lines and that's the data I want.

    Awaiting an "expert"...

    Thanks!
    Sue

  7. #6
    Super Moderator
    Join Date
    Aug 2001
    Location
    Evergreen, CO, USA
    Posts
    6,481
    Thanks
    3
    Thanked 41 Times in 41 Posts

    Re: Importing Outlook GAL data (Access/Windows/Outlook 2000)

    Sorry for the delay in responding. What you are really facing is an interface issue with Exchange Server rather than Outlook. I'm not experienced with Exchange Server, but you might try looking that the Outlook automation model, rather than trying to do an import. It's still an ugly process however, especially if you have done any field customization in Exchange. Hope this helps.
    Wendell

  8. #7
    Star Lounger
    Join Date
    Jan 2001
    Location
    Iowa, USA
    Posts
    79
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Importing Outlook GAL data (Access/Windows/Outlook 2000)

    Wendell,

    We have not customized the fields (other than poking in the additional addresses as needed) so there shouldn't be anything odd there.

    What do you mean by "Outlook automation model"?

    Thanks!
    Sue

  9. #8
    Bronze Lounger
    Join Date
    Nov 2001
    Location
    Arlington, Virginia, USA
    Posts
    1,394
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Importing Outlook GAL data (Access/Windows/Outlook 2000)

    You are right, the MS Knowledge Base is pretty much unknowledgeable on this topic. I found a few articles tangentially related to this but nothing useful. The GAL multiple e-mail addresses are apparently stored as properties, not in a table as you might suspect if thinking in relational database terms. These properties can be retrieved, in theory, using the MS Collaboration Data Objects (CDO) 1.X Object Library (MAPI) but I'm not smart enough to tell you how to go about it, as noted this is not my area of expertise and the documentation leaves something to be desired.

    IMIBO has a product called IMI GAL Exporter that will export the GAL to an Access 2000 table. I checked out the demo version (check link above) & seems to work as advertised. The SMTP address is exported to a primary e-mail address field, while a field called Proxy Addresses contains the multiple e-mail addresses as displayed in GAL Properties. Unfortunately the demo is functional for only 7 days, and will only export first 50 entries in the GAL. A fully functional (registered) version of the program will set 'cha back $39 US.... <img src=/S/frown.gif border=0 alt=frown width=15 height=15> ....

    HTH

  10. #9
    Super Moderator
    Join Date
    Aug 2001
    Location
    Evergreen, CO, USA
    Posts
    6,481
    Thanks
    3
    Thanked 41 Times in 41 Posts

    Re: Importing Outlook GAL data (Access/Windows/Outlook 2000)

    Mark's find is a far better choice than learning the Outlook automation commands and all about exchange structures. Not a trivial subject at all - we've had to work with it a few times and it is difficult and not at all intuitive. The $39 would be an excellent investment if you need the list of email addresses.
    Wendell

  11. #10
    Star Lounger
    Join Date
    Jan 2001
    Location
    Iowa, USA
    Posts
    79
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Importing Outlook GAL data (Access/Windows/Outlook 2000)

    Hmmm... I downloaded the GAL Exporter and ran it against our GAL. It's a nice interface and I like the way it's easy to select the fields of data I want.

    However, it has the same problem with exporting the E-mail Addresses field...it only grabs the first line.

    I've sent a msg to their support. Maybe they have a workaround...

    Thanks for the tip!
    Sue

  12. #11
    Bronze Lounger
    Join Date
    Nov 2001
    Location
    Arlington, Virginia, USA
    Posts
    1,394
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Importing Outlook GAL data (Access/Windows/Outlook 2000)

    When you ran GAL export, did you have "Proxy Addresses" selected in the "Properties for Export" list? (see attached illustration). When testing program, this is field in resulting Access table that contained multiple e-mail addresses, identical to those displayed in the GAL Properties "E-mail Addresses" tab. Each item in field is on a separate line, so if viewing table in datasheet view you have to "zoom" cell to view full contents (or increase table row height).
    Attached Images Attached Images

  13. #12
    Star Lounger
    Join Date
    Jan 2001
    Location
    Iowa, USA
    Posts
    79
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Importing Outlook GAL data (Access/Windows/Outlook 2000)

    Mark,

    Yes, I had Proxy Addresses selected....but it was the rest of your message that has me feeling like an idiot...

    The addresses are there...I just needed to increase the row height to see them. Boy, do I feel stupid...

    Even doing the import from Access and changing the field type to Memo does not bring in all of the field. However the GAL Exporter is processing the data does bring in the entire field contents. That should do the trick.

    Thanks, everyone, for your help!

    Sue

Posting Permissions

  • You may not post new threads
  • You may not post replies
  • You may not post attachments
  • You may not edit your posts
  •