Definition of 'Duplicates' in Outlook 2003

[Errol H]

When importing a .csv file into Contacts in Outlook 2003, users are asked to
select one of three options: replace duplicates, allow duplicates, or do not
import duplicates. I maintain an Excel spreadsheet of contact information
with 500 records in it, and I wonder which columns Outlook uses to decide if
a record is a duplicate? Certainly it would use first name, and last name,
but what about obscure things like DOB, spouse name, etc? I want to figure
out how to minimize the number of duplicates created, but if information is
updated in the Excel spreadsheet, obviously I want it imported. Thanks,

 

[Karl Timmermans]

Outlook considers an item to be a "duplicate" if the <new> item has "the
same name or e-mail name as one that already exists in your Contacts folder"
(as per Outlook help file). When using "replace" - information which differs
in the "new item" replaces the info in the original "existing" item. You
cannot change which fields Outlook uses to determine if an item is a
"duplicate".

Karl
___________________________________________________
Karl Timmermans - The Claxton Group
ContactGenie - Importer 1.3 / DataPorter 2.0 / Exporter
"Power contact importers/exporters for MS Outlook '2000/2007"
http://www.contactgenie.com

 

[Errol H]

Thanks, Karl. I had read this Outlook help file previously, but it didn't
make sense until now. What would be considered 'best practice' for
maintaining 3-4 databases with much the same information in them? I need to
upload my updated contact information into 3-4 databases on a weekly basis.
I've chosen to keep a 'master' list as an Excel spreadsheet, and upload it
into Outlook, and 2-3 other web-based databases. I've heard suggestions on
this group to not import/export contact info. Your thoughts, please. Thanks
again,

 

[Karl Timmermans]

First just for the sake of completeness re: "not import/export". For the
vast majority of "import/export" cases presented in this newsgroup, it
certainly is true that import/export is not only a poor choice of a list of
alternatives but in far too many cases - it's also the absolute and totally
wrong solution for what the person wants to accomplish which I have also
stated in many responses regardless of what program is used to perform the
import/export process. At the same time, there is absolutely nothing
dangerous about importing or exporting data when required - your scenario is
just one case in point.

That said, there are also many other cases where import/export is the <only>
solution for a given requirement. However, whether or not the Outlook
import/export wizard is the right tool for anything other than the simplest
of requirements, is a totally different question/issue.

Re: your scenario in particular

#1 - You didn't explicitly state whether your Excel worksheet is the "only"
one being updated or whether you are trying to "sync" multiple databases
which could also be individually be updated with info. If the latter is
true, how do you determine which info is actually valid? (just a question
for you to consider).
#2 - If the Excel worksheet is always going to be accurate and you only plan
to update the Outlook contact folder once a week, may be simpler to just
empty and refresh the contact folder (not enough info provided to determine
if this makes any sense for your scenario but it is a solution that is
adopted by a number of our customers)
#2 - Maintaining multiple databases containing indentical (or almost
identical) info is a challenge in and of itself on a standalone basis -
Outlook aside. Throw Outlook into the mix with the endless ways that
information can be duplicated/manipulated within Outlook- it gets to be even
more of a challenge. In short, at the end of the day, one and only one data
source should be designated as the "primary".

Just using the info you've provided - would suggest maintaining your
"primary" data in an Access database versus an Excel worksheet. Far easier
to deal with a true database updating another database (you didn't mention
what your web-based databases are (i.e. MySQL, Access MDB, MS SQL etc) or
what tools you have at hand to perform "database to database" updates
especially if you can also explicitly define one or more fields which would
uniquely identify a contact between the contact folder and database.

You may want to review the features of some of our import/export products
(ContactGenie DataPorter for importing & CG Exporter Prem for exporting)
which allow you to "update" pre-existing data in either the contact folder
or database depending on need (http://www.contactgenie.com/cg20features.htm
and/or http://www.contactgenie.com/cgxfeatures.htm). Alternatively, you may
want to explore other solutions that maintain a central data respository in
real time from which multiple Outlook users can share the info (CG products
do not provide real-time 2-way <sync> capabilities.)

Karl

--
___________________________________________________
Karl Timmermans - The Claxton Group
ContactGenie - Importer 1.3 / DataPorter 2.0 / Exporter
"Power contact importers/exporters for MS Outlook '2000/2007"
http://www.contactgenie.com