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  1. #1
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    3 sets of Personal Floders? (Outlook 2000)

    I am upgrading to a new machine later today or tomorrow (hopefully) with XP Pro and Office XP Small Business. I am currently running 98SE with Office 2000. As I was going to export my Outlook files to copy I remembered that, somehow or another, over the years, I have 3 sets of personal folders with sub folders in each. I have no idea how that happened but it did.

    I am afraid to just pick one of them to export - when I have been backing up I have just done three exports and hoped for the best. Now that I am going to a new machine, I want to at least start out clean and organized so I would really like to have but one set of personal folders. I was thinking about using the create duplicates option and then going in and carefully editing each item, and that, although a pain, would be possible with the calendar and perhaps the journal (I use the journal function to record all business/financial related phone calls, etc and web payment confirmations).

    My real problem lies, though, with the contacts. I use contacts for so much. I have scores of user defined fields in each contact containing all sorts of info. that I rely upon on a daily basis. Of course some of the info I have not used for a while, and since I do not have the kind of memory (in my brain not RAM) that would notice if an entry was missing, I feel overwhelmed with having to open duplicate contacts, go to user defined fields, and then do a side by side comparison of each to see which is in what and then to consolidate them into one contact and delete the now unnecessary one.

    I hope from my ramblings someone out there even understands my problem. I am wondering if there is some way that I can do this without having to open them each up. I have learned from experience that if I use the "replace Duplicates with Items exported" option it just replaces the whole contact without checking to see if there are different entries within each one so I would lose some of my important info.

    Do you understand. I do not know if I am being clear. I am a bit overwhelmed at this task <img src=/S/bash.gif border=0 alt=bash width=35 height=39> and I think it is spilling over into this narrative. If anyone understands and can help me to be able to export a single file of personal folders to my new machine without losing material that might be different within the SEEMINGLY same contact entry, PLEASE, help. I am pulling my hair out with this probably simple problem. <img src=/S/hairout.gif border=0 alt=hairout width=31 height=23>

    Thanks in advance for even reading this far. And even more thanks if you can help in any way.

  2. #2
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    Re: 3 sets of Personal Floders? (Outlook 2000)

    Kathie

    What I'm describing here is still a comparison job - but laid out in a manageable way. <img src=/S/compute.gif border=0 alt=compute width=40 height=20>
    There are probably 'assisted' methods using VBA but they would need a fairly good understanding of your data to be useful and would probably take more time to debug than just fixing contacts directly.

    The trick is to alter the view to show the key fields that matter to you, and also have two windows open at the same time where you deal with two folders.

    To alter the view
    1 select View > Current View > Phone list (that works in 2002 - it may not in 2000 other possibilities are 'categories' or any of the 'by' options)
    2 rightclick on the headers and select Field Chooser
    3 drag addition useful headings onto the heading row
    4 drag useless headings off the heading row
    5 resize heading items to be as small as possible so that the display will appear in about half a screen <img src=/S/grin.gif border=0 alt=grin width=15 height=15>
    6 left-click the appropriate heading (lastname?, firstname?) to sort your contacts
    This will give you a fairly rapid way to select between competing entries in the same folder. Simply delete the duplicates and update the ones you want to save

    Where you have more than one folder you can extend this comparison to two windows.
    1 Set your views to be the same
    2 Right click on the second contacts folder icon and select "Open in new window".
    3 make comparisons between the windows

    Finally - it is possible to just drag contacts between folders. To do a bulk copy:
    1 Select the first contact you want
    2 {Shift}Left-CLick the last
    3 Drag the selected group to the target folder

    You may then need to do the comparison above again to be on the safe side
    HTH

  3. #3
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    Re: 3 sets of Personal Floders? (Outlook 2000)

    Thank you Andrew. I think I just found a FREE <img src=/S/bravo.gif border=0 alt=bravo width=16 height=30> tool that does something like I want. It is Outlook Contacts Scrubber at:
    http://www.teamscope.com/contacts_scrubber.htm

    Thanks,

  4. #4
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    Re: 3 sets of Personal Floders? (Outlook 2000)

    Don't just export, take the entire PSTs with you. You can simply open them as additional folders from the new version of Outlook (unless there was some dramatic file format change that I'm not aware of) using File|Open|Personal Folders File...

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