HI Cindy (+ Sandro Peruz)
1. I had a similar question under "Access/Outlook Link: How to specify
fields from Outlook Contacts" (8/28).
2. I tried to work around this using various Outlook Contacts views, but was
unsuccessful.
3. Research in the Knowledge Base reveals the fields are 'predetermined'.
4. You can overcome this partially by using the UserField 1, UserField 2,
and UF 3 and UF 4, which are included inthe 'predetermined' list of fields
which pass into the Access Table, via the linkage.
5. For example, I wanted to have the Business Phone field from Outlook
contacts appear in Access. However this field is not in the pre-determined
list of fields that appears in Access.
6. -a So I created a new 'table' view in Outlook of outlook fields, such
that the User Field 4 (which was blank) and the BusinessPhone field are lined
up in columns, next to each other.
6. -b Then manually copy individually each phone number from Business Phone
to UF4, and paste into UF4.
6. -c Then create the link by 'get external data' in Acces. The resulting
Access table will have the Business Phone numbers in the UF4 column.
7. From here you can create a 'form' in Access allowing you to view a
contact's information, and edit it, and link the edits back to the Outlook
view.
8. You can also, using queries, create in Access, a report to print mailing
labels of chosen addresses; and you can create in Access a report to print a
phone list of chosen contacts, thus including Business Phone numbers, that
you want to be able to print out and carry in paper format on a trip, or work
from at your desk, so as not to be dependant on having your lap-top or pda
turned on, to access your phone numbers.
9.a To do the things in 8, use UF 1, 2, and 3, in Outlook. In these
fields, use UF 1 (text: y/n) to specify if you want to create an address
label. Use UF2 (text: y/n) to specify that you've verified the address data
and that it is complete. Use UF3 (text: h/b) to specify whether you want the
Home or Business address to be the one to print. Using queries you'll create
a Home list, and a Business list reports.
9. b. To create the phone list to print, in a separate linked Access
DataBase, you can use UF 3 (labeled Print if P) to designate those records
(for which you'll enter a P) that you want to print inthe phone list.
Sorry to be lengthy. Hope this helps.
Regards
Finn
