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  1. #1
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    File As settings (Outlok 2002 SP1)

    Hope someone can help...

    I have recently been sent a .PST file of contacts, which I imported into a subfolder of my Contacts folder. For whatever reason, the Contacts, after importing, are not all set to the same "File As" settings. i.e. Some are "First Last" and some "Last, First". When I then view my contacts, in Address Card view, I get a mixed up list. I know I can change the setting for each individual contact, but if I have 500 entries, and 250 need to be changed...

    Can I apply a global "File As" setting to an entire Folder? Or to Outlook as a whole?

    Thanks in advance for any help...

    Eric

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    Re: File As settings (Outlok 2002 SP1)

    Eric
    It should be a global setting already. <img src=/S/grin.gif border=0 alt=grin width=15 height=15>

    Go to Tools > E-mail Accounts
    Select View or change existing directories or address books
    Select your address book
    Click Change
    Select the firstname or lastname option

    From what you describe I'm suspicious that the settings have got confused so you may have to select one, exit Outlook, then select the other to make it notice.

  3. #3
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    Re: File As settings (Outlok 2002 SP1)

    Thanks, Andrew, but this is not exactly what I am after.
    I can sort by last name or first name, using the View, Current View, Customize settings, but that does not change the "File As" field. What I am experiencing it that even if sorted by Last name, some Contacts show up as "John Smith", instead of "Smith, John", although it IS listed under "S" alphabetically. This makes it very difficult to quickly find a name, since at a quick glance, "Smith" does not jump out when displayed after "John". I could change the View to display the Last Name field as the first item, but the header of the Address Cards display would then only show the Last Name, while using File As shows Last, First in the header, which is preferable, as long as they are all the same, which bring us back, full circle, to the purpose of this post <img src=/S/sigh.gif border=0 alt=sigh width=15 height=15> . Any other ideas? <img src=/S/help.gif border=0 alt=help width=23 height=15>

    Eric

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    Re: File As settings (Outlok 2002 SP1)

    Eric

    Well, you could export it as a csv and then re-import it - Outlook should then be forced to build the records consistently <img src=/S/grin.gif border=0 alt=grin width=15 height=15>

    Select File > Import and Export
    Select export to a file
    Select comma separated Windows
    When prompted for the field map, select only the necessary fields to export such as 'first name' 'lastname' 'email' etc.

    Make a safety copy of the existing contacts folder
    Clear the contacts folder
    Re-import

    One caution - if the Firstname field holds 'Smith' rather than 'John' this method will not work either. However, the resulting csv may be easier to work with in Excel and allow you to learn a macro to swap first to last.

  5. #5
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    Re: File As settings (Outlok 2002 SP1)

    Well, it's not a pretty solution, but it does indeed work! <img src=/S/clapping.gif border=0 alt=clapping width=19 height=23> (I still think Microsoft should work on that...)

    Thanks for the help! <img src=/S/bow.gif border=0 alt=bow width=15 height=15>

    Eric

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