Public Folders Duplicate e-mail entries

[John]

I seem to have duplicate entries in our Public Folder.....

When I choose to compose a new e-mail message in Outlook 2003. If I choose
the "To" button to search my "Show Names From" listing, then choose the
"public folder" for our office instead of the "Contacts" folder, all of the
entries show up twice in the listing. Under e-mail type for each listing
there is one listing as SMTP and one as FAX. The SMPT is obviously the
e-mail address listed. The Fax is the fax number for that entry.

How do I change this so that entries added to our Public folders listing
only show up once as the e-mail address?

 

[Sue Mosher [MVP-Outlook]]

Outlook considers fax numbers to be valid electronic addresses, since there are many client- and server-based components that can use such addresses.

One method to hide fax numbers from the address book is to prefix the fax number with one or more letters (maybe B for business fax, H for home, O for other). If the fax number begins with a letter, Outlook won't show it in the address book. This definitely works in Outlook 2000 and 2002.

There are a couple of utilities that can help you hide fax numbers from the address book. See http://www.rsoutlook.com/us/rshifa.htm and http://www.sperrysoftware.com/Outlook_Solutions.htm (Hide Fax Numbers).

Another way to avoid avoid having fax numbers appear in the address book is simply not to enter data in the fax fields. Put fax numbers in some other (non-phone) fields.

Microsoft has a Knowledgebase article at http://support.microsoft.com/?kbid=305361 that explains further. Note that this is behavior is normal for Outlook 97 and for Outlook 98 and 2000 in Corporate/Workgroup mode. It's a big change, though for users upgrading from Outlook 98 and 2000 in Internet Mail ONly mode.




--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

 

[John]

Thank you Sue. That is a great idea and one I should have thought about.

I appreciate all your help.