Missing contacts after creating an additional inbox

[outlooking in los angeles]

I am using Outlook 2003, Windows XP pro. I just created a new inbox because
my old one was over 2 gigs and starting to have some issues. When I created
the new inbox, one of my contacts files (with many distribution lists)
disappeared. I have several inboxes from different years and I keep them
because I have many distribution lists. Unfortunately, each time I create a
new inbox, a new contacts file is also created so it gets confusing when I
try to find distribution lists to send out mass emails. The main problem is
finding the missing distribution lists that are contained in the missing
contacts file. Secondary to that, is managing all of the contacts files.
There are thousands of addresses and hundreds of groups. Help!

 

[Vince Averello [MVP - Outlook]]

The root of your issue seems to be that you're creating a new PST (Personal
Folders file) each time as opposed to managing the one you've got. You
should try archiving info out of your mail folders to another PST file to
keep the size of your main one down to a reasonable size. Have you ever
tried configuring auto-archiving?

"outlooking in los angeles"

 

[Diane Poremsky [MVP]]

Along with what Vince said, do you remove the old "Inbox" when you make a
new one? Do you have all the old pst's in the folder list? If so, drag the
contacts from all of the Contacts folders to the new one. Then configure
Autoarchiving to keep the pst manageable. You only need a new pst when you
upgrade to a new version of Outlook (psts from old versions work, but its
better to make a new one).

One well known author of Office and Outlook books recommends making a new
PST yearly to ward off problems with the PST. This is bad advice - it’s a
useless waste of time and causes users to lose a lot of hidden data.
Archiving (either using autoarchive or just by dragging the messages to a
new archive pst) is a much better solution to clean up the pst.

--
Diane Poremsky [MVP - Outlook]
Need Help with Common Tasks? http://www.outlook-tips.net/beginner/
Outlook 2007: http://www.slipstick.com/outlook/ol2007/

Outlook Tips by email:
(e-mail address removed)

EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)




You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point your
newsreader to msnews.microsoft.com.


"outlooking in los angeles"

 

[outlooking in los angeles]

Thanks Vince and Diane. I appreciate your answers. You're right. I have not
tried auto-archiving. The reason is that I get tons of email from students
and colleagues and frequently need to refer to past emails. The main reason
that I have so many inboxes is that they become corrupt after a while
(usually around 1.8 gigs) and I have been forced to create new ones. With
that comes the new contact list. Maybe I have the wrong idea about archiving.
I thought that if you archived, messages were not visible and as easily
accessible as they are in the inbox. If they are, then autoarchiving is the
answer to the first part of the problem.

As for the multiple contact lists, I have been keeping several of the old
inboxes open. I have lists that I started in 1998. I teach, do seminars,
concerts, etc. so I create a lot of distribution lists and send mailings out
to them. I'm willing to try copying the old lists to the new one and I love
the suggestion so that I can have them all in one place. Then I could close
some of the old inboxes and only open them when I need them.

The one thing I can't figure out is what happened to the distribution lists
from the last inbox when I opened the new one. I have tried closing the old
inbox and opening a backup copy I had and the contacts are there but the
distribution lists are not. am missing distribution lists from 2006-2008. I'd
have to re-create about 50 distribution lists. Yikes! Any suggestions?

Along with what Vince said, do you remove the old "Inbox" when you make a
new one? Do you have all the old pst's in the folder list? If so, drag the
contacts from all of the Contacts folders to the new one. Then configure
Autoarchiving to keep the pst manageable. You only need a new pst when you
upgrade to a new version of Outlook (psts from old versions work, but its
better to make a new one).

One well known author of Office and Outlook books recommends making a new
PST yearly to ward off problems with the PST. This is bad advice - it’s a
useless waste of time and causes users to lose a lot of hidden data.
Archiving (either using autoarchive or just by dragging the messages to a
new archive pst) is a much better solution to clean up the pst.

--
Diane Poremsky [MVP - Outlook]
Need Help with Common Tasks? http://www.outlook-tips.net/beginner/
Outlook 2007: http://www.slipstick.com/outlook/ol2007/

Outlook Tips by email:
(e-mail address removed)

EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)




You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point your
newsreader to msnews.microsoft.com.


"outlooking in los angeles"

I am using Outlook 2003, Windows XP pro. I just created a new inbox
because
my old one was over 2 gigs and starting to have some issues. When I
created
the new inbox, one of my contacts files (with many distribution lists)
disappeared. I have several inboxes from different years and I keep them
because I have many distribution lists. Unfortunately, each time I create
a
new inbox, a new contacts file is also created so it gets confusing when I
try to find distribution lists to send out mass emails. The main problem
is
finding the missing distribution lists that are contained in the missing
contacts file. Secondary to that, is managing all of the contacts files.
There are thousands of addresses and hundreds of groups. Help!

 

[Diane Poremsky [MVP]]

Right now your inbox is a mess.

In your case, manual archives might be better - create an archive pst and
folders for each group, class or whatever you need - when you are finished
with the mail on an every day basis, move it to the folder in the archive
pst. "every day basis" can be whatever schedule meets your needs - 2 weeks
after the class has ended etc. When you need to review messages, open the
pst.

--
Diane Poremsky [MVP - Outlook]
Need Help with Common Tasks? http://www.outlook-tips.net/beginner/
Outlook 2007: http://www.slipstick.com/outlook/ol2007/

Outlook Tips by email:
(e-mail address removed)

EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)




You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point your
newsreader to msnews.microsoft.com.


"outlooking in los angeles"

Thanks Vince and Diane. I appreciate your answers. You're right. I have
not
tried auto-archiving. The reason is that I get tons of email from students
and colleagues and frequently need to refer to past emails. The main
reason
that I have so many inboxes is that they become corrupt after a while
(usually around 1.8 gigs) and I have been forced to create new ones. With
that comes the new contact list. Maybe I have the wrong idea about
archiving.
I thought that if you archived, messages were not visible and as easily
accessible as they are in the inbox. If they are, then autoarchiving is
the
answer to the first part of the problem.

As for the multiple contact lists, I have been keeping several of the old
inboxes open. I have lists that I started in 1998. I teach, do seminars,
concerts, etc. so I create a lot of distribution lists and send mailings
out
to them. I'm willing to try copying the old lists to the new one and I
love
the suggestion so that I can have them all in one place. Then I could
close
some of the old inboxes and only open them when I need them.

The one thing I can't figure out is what happened to the distribution
lists
from the last inbox when I opened the new one. I have tried closing the
old
inbox and opening a backup copy I had and the contacts are there but the
distribution lists are not. am missing distribution lists from 2006-2008.
I'd
have to re-create about 50 distribution lists. Yikes! Any suggestions?

Along with what Vince said, do you remove the old "Inbox" when you make a
new one? Do you have all the old pst's in the folder list? If so, drag
the
contacts from all of the Contacts folders to the new one. Then configure
Autoarchiving to keep the pst manageable. You only need a new pst when
you
upgrade to a new version of Outlook (psts from old versions work, but its
better to make a new one).

One well known author of Office and Outlook books recommends making a new
PST yearly to ward off problems with the PST. This is bad advice - it’s
a
useless waste of time and causes users to lose a lot of hidden data.
Archiving (either using autoarchive or just by dragging the messages to a
new archive pst) is a much better solution to clean up the pst.

--
Diane Poremsky [MVP - Outlook]
Need Help with Common Tasks? http://www.outlook-tips.net/beginner/
Outlook 2007: http://www.slipstick.com/outlook/ol2007/

Outlook Tips by email:
(e-mail address removed)

EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)




You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point
your
newsreader to msnews.microsoft.com.


"outlooking in los angeles"

I am using Outlook 2003, Windows XP pro. I just created a new inbox
because
my old one was over 2 gigs and starting to have some issues. When I
created
the new inbox, one of my contacts files (with many distribution lists)
disappeared. I have several inboxes from different years and I keep
them
because I have many distribution lists. Unfortunately, each time I
create
a
new inbox, a new contacts file is also created so it gets confusing
when I
try to find distribution lists to send out mass emails. The main
problem
is
finding the missing distribution lists that are contained in the
missing
contacts file. Secondary to that, is managing all of the contacts
files.
There are thousands of addresses and hundreds of groups. Help!

 

[outlooking in los angeles]

You're right. I'll try that. I still have the issue of the groups that
disappeared when I opened the new inbox. Any ideas?

Right now your inbox is a mess.

In your case, manual archives might be better - create an archive pst and
folders for each group, class or whatever you need - when you are finished
with the mail on an every day basis, move it to the folder in the archive
pst. "every day basis" can be whatever schedule meets your needs - 2 weeks
after the class has ended etc. When you need to review messages, open the
pst.

--
Diane Poremsky [MVP - Outlook]
Need Help with Common Tasks? http://www.outlook-tips.net/beginner/
Outlook 2007: http://www.slipstick.com/outlook/ol2007/

Outlook Tips by email:
(e-mail address removed)

EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)




You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point your
newsreader to msnews.microsoft.com.


"outlooking in los angeles"

Thanks Vince and Diane. I appreciate your answers. You're right. I have
not
tried auto-archiving. The reason is that I get tons of email from students
and colleagues and frequently need to refer to past emails. The main
reason
that I have so many inboxes is that they become corrupt after a while
(usually around 1.8 gigs) and I have been forced to create new ones. With
that comes the new contact list. Maybe I have the wrong idea about
archiving.
I thought that if you archived, messages were not visible and as easily
accessible as they are in the inbox. If they are, then autoarchiving is
the
answer to the first part of the problem.

As for the multiple contact lists, I have been keeping several of the old
inboxes open. I have lists that I started in 1998. I teach, do seminars,
concerts, etc. so I create a lot of distribution lists and send mailings
out
to them. I'm willing to try copying the old lists to the new one and I
love
the suggestion so that I can have them all in one place. Then I could
close
some of the old inboxes and only open them when I need them.

The one thing I can't figure out is what happened to the distribution
lists
from the last inbox when I opened the new one. I have tried closing the
old
inbox and opening a backup copy I had and the contacts are there but the
distribution lists are not. am missing distribution lists from 2006-2008.
I'd
have to re-create about 50 distribution lists. Yikes! Any suggestions?

Along with what Vince said, do you remove the old "Inbox" when you make a
new one? Do you have all the old pst's in the folder list? If so, drag
the
contacts from all of the Contacts folders to the new one. Then configure
Autoarchiving to keep the pst manageable. You only need a new pst when
you
upgrade to a new version of Outlook (psts from old versions work, but its
better to make a new one).

One well known author of Office and Outlook books recommends making a new
PST yearly to ward off problems with the PST. This is bad advice - it’s
a
useless waste of time and causes users to lose a lot of hidden data.
Archiving (either using autoarchive or just by dragging the messages to a
new archive pst) is a much better solution to clean up the pst.

--
Diane Poremsky [MVP - Outlook]
Need Help with Common Tasks? http://www.outlook-tips.net/beginner/
Outlook 2007: http://www.slipstick.com/outlook/ol2007/

Outlook Tips by email:
(e-mail address removed)

EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)




You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point
your
newsreader to msnews.microsoft.com.


"outlooking in los angeles"
I am using Outlook 2003, Windows XP pro. I just created a new inbox
because
my old one was over 2 gigs and starting to have some issues. When I
created
the new inbox, one of my contacts files (with many distribution lists)
disappeared. I have several inboxes from different years and I keep
them
because I have many distribution lists. Unfortunately, each time I
create
a
new inbox, a new contacts file is also created so it gets confusing
when I
try to find distribution lists to send out mass emails. The main
problem
is
finding the missing distribution lists that are contained in the
missing
contacts file. Secondary to that, is managing all of the contacts
files.
There are thousands of addresses and hundreds of groups. Help!