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  1. #1
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    to list (names displayed) (Outlook 2002 (10.3513.3501) SP-1)

    i'm still a bit of a newbie at using outlook, so maybe this is easy or simple
    i've spent a long time looking for an answer here, but maybe i missed it somehow, if so, many apoligies <img src=/S/woops.gif border=0 alt=woops width=58 height=36>
    I've avoided typing all the information for all my contacts because of this problem, but would love to resolve it

    can i change/modify/add/select which fields are available and how they are displayed? in the 'Select Names:' dialog that comes up from the 'To:' button.
    currently, when i compose an email message, and click the 'To:' button, i have five John J. Doe's in the 'Name' field (one for each email address and fax number - <img src=/S/ranton.gif border=0 alt=ranton width=66 height=37> FAX NUMBER! in an email message? wassup wit dat? <img src=/S/rantoff.gif border=0 alt=rantoff width=66 height=37> I can scroll over to the 'Display As:' or other field, but that is a pain. I can especially see that beign frustrating with mega usage (many recipients chosen individually).

    Couple other things.... Are these normal?
    I am unable to sort any fields.
    Only 4 fields are available: Name, Display Name, E-mail Address, E-mail Type

    Thousand thanks to any help with these.

  2. #2
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    Re: to list (names displayed) (Outlook 2002 (10.3513.3501) SP-1)

    In any of the table views, such as contact phone book, you can add, remove and/or change the column order pretty easily.

    To change the column order, hold down the left mouse button on the column header (the grey bar) and drag it to your preferred location.

    To remove a column just drag it off the table.

    To add a new field left click in the column header and select Field Chooser. You can drag a field name from the pop up onto the column header area to add it.

    To sort by a single colum just click on the column header. A second click on it will reverse the order. To sort by multiple columns you need to go to View | Current View | Customize Current View.

  3. #3
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    Re: to list (names displayed) (Outlook 2002 (10.3513.3501) SP-1)

    thanks, but that doesn't work

    I am unable to make any changes to the list either from the dialog itself (the buttons are flat, though I can adjust the column width), nor can I find the control for the select names dialog

    doesnt seem to be in any of the custom views or anything

  4. #4
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    Re: to list (names displayed) (Outlook 2002 (10.3513.3501) SP-1)

    So, if you right click on the grey column header for, say fullname or company, you don't get a pop up menu? When you click on the header you don't see a little arrow that points up or down?

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    Re: to list (names displayed) (Outlook 2002 (10.3513.3501) SP-1)

    Olddog

    On a re-read I think you're answering the wrong question. <img src=/S/duck.gif border=0 alt=duck width=23 height=23>

    The question was about the "To:" userform, not the contacts folder.
    What baffles me is why the contacts list has more than one entry per user anyway - I suspect that the data has been multi-loaded.

    As a general principal - I'd only have one contact line per user so wouldn't have the problem. I'm suspecting it would be useful to understand why the multiples are there. <img src=/S/confused.gif border=0 alt=confused width=15 height=20>

    scpuzio - if you click on a contacts folder - does 'J Doe' appear five times or only once? If five times - it would be better to put all the data onto one contact only.

  6. #6
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    Re: to list (names displayed) (Outlook 2002 (10.3513.3501) SP-1)

    that is correct olddog

    clicking on any of the column headers (with either button) has no effect

    I know that it works on the outlook i use at work, and have sorted by header many times in other situations (i'm not a complete newbie) but the headers in my outlook are not sortable (well at least in this specific place)

    I can scroll over using the buttons or slider at the bottom, and alter the width of each column by dragging the divider left or right, but double clicking on the divider does not auto fit the column as usual

    the column headers are grey (as usual) but flat. No 3D edging which usually indicates they are sortable

    thanks again

  7. #7
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    Re: to list (names displayed) (Outlook 2002 (10.3513.3501) SP-1)

    Andrew,
    thankx for the response

    I do have only one contact 'card' / 'entry' / whatever per person

    Unfortunately that 'card' contains more than one way to contact that person

    E-mail 1, E-mail 2, home phone, fax number, etc.. Unfortunately in the 'To...' userform (if that is the right term, I'm not sure. The Select Names dialog that appears after clicking on "To...' when composing an email message.

    <img src=/S/ranton.gif border=0 alt=ranton width=66 height=37> Again why the <img src=/S/bouncenburn.gif border=0 alt=bouncenburn width=31 height=31> do fax numbers appear here? Will outlook automatically send the email as a fax if the fax number is selected? Grrrr. OK, I've moved the fax numbers to another field, but it's still skrewey <img src=/S/rantoff.gif border=0 alt=rantoff width=66 height=37>

    In the contacts folder the person appears only once, but with much information listed there (email's, phone's etc)

    The problem is that the 'To....' userform displays too much information and in un-useful ways. Full Name, Display Name, E-mail Address, E-mail type.

    I cant seem to find where the list is controlled, or how to change it / replace it.

    It would be very useful indeed to find out why there are multiples.

    Thanks again for the help. Sorry it took so long for me to reply. Life happens

    Happy New Year

  8. #8
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    Re: to list (names displayed) (Outlook 2002 (10.3513.3501) SP-1)

    scpuzio

    I have to admit to being very confused. <img src=/S/confused.gif border=0 alt=confused width=15 height=20>
    The form I see when I click "To:" looks like the attached.
    It does not seem to match your description very well -in fact your description sounds like a funny kind of contact folder.
    What form do you see?
    Attached Images Attached Images

  9. #9
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    Re: to list (names displayed) (Outlook 2002 (10.3513.3501) SP-1)

    Andrew,

    It looks to me as though you have Outlook configured to support Exchange Server and scpuzio is using the Internet Only mode. Unfortunately mine looks like yours, so I can't help either.

    StuartR

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    Re: to list (names displayed) (Outlook 2002 (10.3513.3501) SP-1)

    Stuart
    I'm even more confused. <img src=/S/confused.gif border=0 alt=confused width=15 height=20>
    I'm on a totally stand-alone version of Outlook with no Exchange in sight. Are you asserting that I could have configured this version differently? (I didn't see any option to do that and have never ever seen an alternate dialogue for this "To:" area).

  11. #11
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    Re: to list (names displayed) (Outlook 2002 (10.3513.3501) SP-1)

    <img src=/S/hmmn.gif border=0 alt=hmmn width=15 height=15> <img src=/S/confused.gif border=0 alt=confused width=15 height=20>

    I know that this dialog box is different in the two versions of Outlook 2000, and assumed a similar difference in Outlook 2002.

    StuartR

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    Re: to list (names displayed) (Outlook 2002 (10.3513.3501) SP-1)

    many apologies for my poor descriptions

    i cant seen to find a way to make a screen capture through XP - i guess that's for another thread

    AndrewO, thanks for your diligence in this matter, and including a capture of the 'Select Names' dialog was very useful <img src=/S/smile.gif border=0 alt=smile width=15 height=15>

    Mine looks just like yours (including the column headers being 2D). But instead of each person appearing only once, they appear multiple times sorted by name.

    My buttons look just like yours, can you click on the header (any of them) and get it to sort?

    How about auto-fit by double clicking on the divider between column headers?

    If you scroll to the right, do you have the same columns (Name, Display Name, E-mail address, E-mail type)?

    Do you have more than one E-mail address for any of your contacts? If so, how does that affect the way they are displayed here (here/there/ I'm referring to the 'Select Names' dialog you've included [btw.... is that the correct term {'Select Names' dialog?} for the picture you've included? That is exactly what I've been referring to all along] <img src=/S/frown.gif border=0 alt=frown width=15 height=15>

    How about faxes? Does any of your contacts have the fax number filled in? If so, does it appear in the 'Select Names' dialog in the names column?

    Let me try to explain what im getting (is there any freeware that I can use to get a screen capture of this?)

    In a 'Select Names' dialog, just like yours,

    in a galaxy far, far away, apparently....

    I get the two contacts I've entered so far listed. Myself and my girlfriend. But with all the contact fields filled in properly (or at least filled in completely in the contacts folder), I get repeat names in the 'Name' column. So, my name appears like 5 times (once for each of my E-mail addresses {3}, and once for each of my fax numbers {2}) and my girlfriends name appears 3 times (once for each of her E-mail addresses {2}, and once for her fax number {1})

    The problem is that the first field (Name) doesn't indicate which address (or fax) I'm choosing. It just says John Doe 5 times and Jill Dean 3 times. I can scroll to the next field/column to the right to (Display Name) where it shows Full Name (email address), and further to the right to (E-mail address) where it shows the E-mail address, and even further to the right to the last available column to (E-mail type), though I haven't found a use for that yet.

    When I double click a name, or click once and then click on 'To ->' button, the Display Name [Name (E-mail address)] appears in the message recipients field.

    Very frustrating. I think that is a decent summary of what is going on. If i could get the (Display Name) field to show up first, that would be helpful. If I could do anything, or figger out what the heck is going on at least, that would be helpful.

    Many, many thanks for all of your (everybody's) help.

  13. #13
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    Re: to list (names displayed) (Outlook 2002 (10.3513.3501) SP-1)

    scpuzzio

    Actually - it was probably my reading of it <img src=/S/grin.gif border=0 alt=grin width=15 height=15> I've now managed to replicate everything you've asserted and your first description was fine. Its just that I'd never noticed that you could right-scroll the fields <img src=/S/blush.gif border=0 alt=blush width=15 height=15>
    Now for some responses.
    I'll have a play with it to see what I can do - at the moment I'm as baffled by it as you have obviously been.
    The other question I can answer. <img src=/S/grin.gif border=0 alt=grin width=15 height=15>
    To do a screen capture just press the {Print Screen} button - this puts a picture onto the clipboard which can then be pasted to Word, or, Paint, or ... (Paint is great for post editting work). From Paint you can save it as a JPG which is much smaller than the original BMP size.
    Note that {Print Screen} captures the whole screen which is not usually what you want. Better is to use {Alt/Print Screen} which captures the currently active window.

  14. #14
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    Re: to list (names displayed) (Outlook 2002 (10.3513.3501) SP-1)

    scpuzio

    Bad news I'm afraid. The duplication is by design <img src=/S/brickwall.gif border=0 alt=brickwall width=25 height=15>, and the userform is not geared for sorting.

    See article http://support.microsoft.com/default.aspx?...kb;en-us;305361 for a discussion of the Fax duplication. Interestingly it doesn't include WHY it was designed this way - but that's Microsoft. My assumption is that it is deliberately denormalizing FAX and Email address to give you the choice of using any one of the ones you have stored.

    Workarounds?

    Denormalizing the records yourself may be the answer because you can make the names meaningful- e.g.
    Joe Bloggs with FAX, Email and Email2
    could be changed to three contact records
    Joe Bloggs Fax; Joe Bloggs work; and Joe Bloggs home
    or whatever

    The only sorting option you have is to set the default for the contacts folder to be lastname or firstname. The user form is not designed with the capability.

  15. #15
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    Re: to list (names displayed) (Outlook 2002 (10.3513.3501) SP-1)

    Have you seen the discussion following Post 204952?

    StuartR

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