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  1. #1
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    Hiding email addresses (2002/XP SP-2)

    In Outlook XP, the full email address appears for everyone I'm sending email to in the To and the CC fields. How can I send email where only the name and NOT the address show? I know I can use the BCC field, but I want everyone to know who all is receiving the email. Distribution lists are not an option because the recipients change too often. All I want to show in the TO and CC fields is a list of names. Anyone know how to make this work? Thanks

  2. #2
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    Re: Hiding email addresses (2002/XP SP-2)

    To display only the name of your distribution list in the To box of an e-mail message, create a Contact item for your distribution list:
    In the Folder List pane, double-click Contacts.

    If you do not see the Folder List pane, click Folder List on the View menu.
    On the File menu, point to New, and then click Contact.
    Type a name for your distribution list in the Full Name box, press the TAB key to have it entered in the File As field, and then click OK.
    Type your e-mail address in the E-mail box, and then press the TAB key.

    NOTE: You cannot use an e-mail address that is contained in an Exchange Server Global address book for these steps to work.
    Double-click the e-mail address that you entered in step 3 to open the E-mail Properties dialog box.
    Replace your e-mail address in the Display Name box with the name of your distribution list, click OK, and then click Save and Close.
    On the File menu, point to New, and then click Mail Message.
    Click To, and then click the Contact item that you just created.
    Click Bcc, and then type the name of your distribution list from your Personal Address Book.

    If you do not see the Bcc box, click Bcc on the View menu.

  3. #3
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    Re: Hiding email addresses (2002/XP SP-2)

    What if I'm not using a distribution list, but rather just sending an email to several people?

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    Super Moderator jscher2000's Avatar
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    Re: Hiding email addresses (2002/XP SP-2)

    A name by itself, without an address, is not valid in any address field. How would Outlook know where to send the message?

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    Re: Hiding email addresses (2002/XP SP-2)

    I am assuming that these people you are sending the email to have entries within your Contacts. Is this correct?

    If they are contacts you are sending them to, all you need to do is modify the "Display As" field within the contact. By default Outlook seems to put both the name and email address in this area, all you need to do is to highlight the email address and delete it. This should just leave you with the persons name within the "Display As" field and this is what will display in the To or Cc fields of your email when you send to them.

    Hope this helps.

  6. #6
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    Re: Hiding email addresses (2002/XP SP-2)

    Is there a way to make that change on ALL contacts or does it have to be done individually? I have a user who has several hundred contacts and was hoping to not have to go into each one to change the "Display As" line. Thanks!

  7. #7
    Super Moderator jscher2000's Avatar
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    Re: Hiding email addresses (2002/XP SP-2)

    Unless you simply want a tidier-looking list, it isn't worth it: any recipient can double-click a display name and retrieve the address. I guess it's not 100% clear what you need here.

  8. #8
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    Re: Hiding email addresses (2002/XP SP-2)

    I know they can get to the address (although I know there are people who don't know that!). We just don't want it to be spelled out in the to or cc field.

  9. #9
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    Re: Hiding email addresses (2002/XP SP-2)

    I agree with Jefferson that it's not a useful exercise, but I also know folks who are obsessive enough to insist that only a name display for the e-mail address. This bit of code should help, if I understand the problem. There is one annoyance; Contacts can take 3 e-mail Addresses, so there needs to be a way to distinguish them. In this case if there is more than one address, then they are named "display name - mailserver" (e.g. "JohnBF - AOL"). Please test the code on a sample folder before unleashing it on actual data, as I use a PAB and so have -nothing- to test this on:

    Sub SetContactEMailAddrDisplay()
    Dim nsNS As NameSpace
    Dim fldrContFldr As MAPIFolder
    Dim itmContact As ContactItem

    Set nsNS = Application.GetNamespace("MAPI")
    Set fldrContFldr = nsNS.PickFolder
    If Not fldrContFldr Is Nothing Then
    If fldrContFldr.DefaultItemType = olContactItem Then
    For Each itmContact In fldrContFldr.Items
    On Error Resume Next
    With itmContact
    If Len(Trim(.Email2Address & .Email3Address)) = 0 Then ' only one address
    ' you may want to change all instances of .FileAs to .FullName
    .Email1DisplayName = .FileAs
    Else
    .Email1DisplayName = .FileAs & " - " & returndomain(.Email1Address)
    If Len(Trim(.Email2Address)) > 0 Then _
    .Email2DisplayName = .FileAs & " - " & returndomain(.Email2Address)
    If Len(Trim(.Email3Address)) > 0 Then _
    .Email3DisplayName = .FileAs & " - " & returndomain(.Email3Address)
    End With
    .Save
    Next itmContact
    Else
    MsgBox fldrContFldr.Name & " is not a Contacts Folder" & vbLf & "Please choose a Contacts Folder"
    End If
    End If
    Set fldrContFldr = Nothing
    Set nsNS = Nothing
    End Sub

    Function returndomain(strIn As String) As String
    'this is particularly crappy with no error checking
    strIn = Right(strIn, Len(strIn) - InStr(strIn, "@"))
    returndomain = UCase(Left(strIn, InStr(strIn, ".") - 1))
    End Function

    All suggestions for improvement welcome!
    -John ... I float in liquid gardens
    UTC -7ąDS

  10. #10
    Super Moderator jscher2000's Avatar
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    Re: Hiding email addresses (2002/XP SP-2)

    John's might be more logical, but this was only a short leap from an earlier procedure, so I don't feel totally redundant in posting it:
    <pre>Sub ChopAddressFromDisplayName()
    ' Remove everything from the Display name starting with <
    If MsgBox("Chop any <email@address> from the display names in this folder?", _
    vbQuestion + vbYesNo) = vbNo Then Exit Sub
    Dim aContact As ContactItem
    'no error trapping for non-Contacts folder; sorry
    For Each aContact In ActiveExplorer.CurrentFolder.Items
    With aContact
    If (InStr(1, .Email1DisplayName, "<") > 0) Then
    .Email1DisplayName = Trim(Left(.Email1DisplayName, _
    InStr(1, .Email1DisplayName, "<") - 1))
    .Save
    End If
    If (InStr(1, .Email2DisplayName, "<") > 0) Then
    .Email2DisplayName = Trim(Left(.Email2DisplayName, _
    InStr(1, .Email2DisplayName, "<") - 1))
    .Save
    End If
    If (InStr(1, .Email3DisplayName, "<") > 0) Then
    .Email3DisplayName = Trim(Left(.Email3DisplayName, _
    InStr(1, .Email3DisplayName, "<") - 1))
    .Save
    End If
    End With
    Next
    Set aContact = Nothing
    End Sub</pre>

    Hope this helps.

  11. #11
    Super Moderator jscher2000's Avatar
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    Re: Hiding email addresses (2002/XP SP-2)

    Hi John, I use a PAB, too. I think those folks using Contacts folders get helpful prompts like "Doe, John (Email1)" rather than the real display name, but it's been so long since I checked, that I'm not sure whether that persisted in OL02. I know there was a thread on it a while back, but.....

  12. #12
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    Re: Hiding email addresses (2002/XP SP-2)

    That's how the Bride's standalone OLXP contact e-mail addresses show. I was confused in that thread, because someone was complaining that only the e-mail address showed up as the Display address, which seemed to be the reverse of everyone else's default behavior.

    The few e-mail addresses I carry in my Contacts are linked from the PAB, but I also add Contacts as an Address Book in case there is an exception. I wonder if I can cause a loop in OL trying to resolve an address from Contacts thats sourced from the PAB? <img src=/S/evilgrin.gif border=0 alt=evilgrin width=15 height=15>
    -John ... I float in liquid gardens
    UTC -7ąDS

  13. #13
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    Re: Hiding email addresses (2002/XP SP-2)

    Jefferson, if you are using XP, can you see if EMail DisplayNames are a read-only property in XP? They are in 2000, which means my code won't run in 2000. (Makes no sense whatsoever that a user can change DisplayName but code can't.)

    (And if you are using XP, when are you going to change your Lounge UserName?)
    -John ... I float in liquid gardens
    UTC -7ąDS

  14. #14
    Super Moderator jscher2000's Avatar
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    Re: Hiding email addresses (2002/XP SP-2)

    Yes, it is (was) read-only in Outlook 2000, and it is read-write in Outlook 2002. I'm not sure whether Redemption could work around the restriction for earlier versions.

    (Not sure what to do about my username. Maybe I'll skip 2002 and go straight to 2003? <img src=/S/laugh.gif border=0 alt=laugh width=15 height=15> )

  15. #15
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    Re: Hiding email addresses (2002/XP SP-2)

    Sorry <img src=/S/sorry.gif border=0 alt=sorry width=15 height=15> for taking so long to get back on this, however it seems you have had plenty of others offering assistance. There is no easy way to do a multiple change so that "Display Name" in all contacts is changed just by changing an option setting or anything like that <img src=/S/disappointed.gif border=0 alt=disappointed width=15 height=15>.

    However I see that John and Jefferson have been giving you some scripts that you can run. I know very little about the coding side of Outlook so I will leave you in their very capable hands <img src=/S/bow.gif border=0 alt=bow width=15 height=15> to see if you can solve this one.

    Cheers,

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