removing information from custom fields for all contacts at once

[GolfGal]

I posted below to the general forum, but did not get an answer. I repeat
because I think this is a more appropriate place to get an answer.

I am using OL 2007, single computer pst file.

I have many user defined fields that have carried over from OL2003 and
perhaps before. These fields are no longer of any use, yet I cannot seem to
get them deleted. I could not say in what way they were created, as some
date back 5 years.

In the view menu, I have used the Field Chooser and deleted those fields in
User defined fields in folder.

I have gone into the design a form, deleted the fields in the all fields
page for both user defined fields in folder, and in this item. I have then
published the form. I don't think this updates the regular IPM.Contact form
though and that is where the fields show up in the all fieds tab.

I have several folders under contacts and have done the above to each folder.

If I simply open a new contact form (IPM.Contact) and go to all fields,
these old user definited fields are back! I have no idea how to get rid of
them permanently.

I suspect it is because the actual contact record contains information in
these fields. Is there a way to delete these and their information?

When I try to add a field that I now use to the view, I keep getting '''the
folder is full''''' which I suspect is because there are so many useless
fields stored in my outlook.

My contact form does contain a form region with some new user defined
fields, but none of these old ones. So please help......how can I get rid of
them?

Also, if I have a field in a form region, but not on any custom form, can I
add that field to a view?

 

[Hollis Paul]

If I simply open a new contact form (IPM.Contact) and go to all fields,
these old user definited fields are back! I have no idea how to get rid of
them permanently.

UDF's and UDF's intheFolder are like rats. There is no real way to remove
them aside from removing the food that feeds them. When you remove the UDF
from the folder design, that just converts the fields to fields in the data
item. You have to go to each and every item and remove the fields from the
item.

The only real strategy is to create a new pst, rebuild all the contacts by
typing them in directly, no copying in from the old .pst file, and setting the
new .pst file to be the delivery point for your email operations. You can try
coping in the contacts without the folder design, but you would still have the
UDF's in the items.

 

[GolfGal]

Thanks for your answer. Certainly not the one I was hoping to hear!! But I
had that thought already. If have tons of other stored info in this pst.
That would mean I would have a clean fresh file with nothing in it?? and
lose all my calendar and notes?

 

[Hollis Paul]

If have tons of other stored info in this pst.
That would mean I would have a clean fresh file with nothing in it?? and
lose all my calendar and notes?

Well, you can have more than one .pst "opened" in Outlook at the same time.
So, you could do your new designs in the new pst, and receive and send
messages from there, and so begin to build new, updated information in the
new pst. You can still access the old contacts folder to pick up email
addresses from the existing folder. The trick there is to go in and change
the display name to be able to distinguish which folder is meant when you
have to choose one folder from another. It is a real bummer to look on the
list and see two Contacts listed, and then have to search through one list
and not find what you want, cancel, and select the other Contacts folder,
and search through that list.

 

[GolfGal]

I did that. Created a new pst and designated it as the default. And would
you believe.....when I open a new contact using the IPM.Contact, and go to
all fields tab......there they are again!! All the useless fields! Maybe an
Outlook exorcist could remove them!!!

At one point I had a form region that had these fields on it. I have since
removed that form region, and also removed its reference from the registry.
I searched the registry to be sure it wasn't hiding someplace else and find
didn't find it, so I'm guessing it is gone from there. It does not open
with the contact form, so I know it is gone. But its fields are still
there!!!

 

[Sue Mosher [MVP-Outlook]]

Once you add custom fields to an individual item, they will remain part of that item until you remove the fields from that item, either with code (UserProperty.Delete) or manually through the All Fields page.

Unless you have some real storage issues (which doesn't seem likely given that you have a .pst file), the data in the extra fields shouldn't do any harm and might just as easily be ignored.

 

[Hollis Paul]

I did that. Created a new pst and designated it as the default. And would
you believe.....when I open a new contact using the IPM.Contact, and go to
all fields tab......there they are again!! All the useless fields! Maybe an
Outlook exorcist could remove them!!!

That sounds like you were picking up the old contact template from cache.
Search on www.slipstick.com and/or www.outlookcode.com for how to clear cache.
Then close the old pst from your Outlook profile. Close Outlook. Clear cache.
Then open Outlook, which should only have the new pst file open, and see if a
new contact item still has the unwanted fields.

All this assumes that you do not have an Exchange server or an Exchange Inbox in
your profile.

 

[GolfGal]

I have cleared the cache using C:\Documents and Settings\user\Local
Settings\Application Data\Microsoft\FORMS

Reopened Outlook, opened a blank contact form.....and THEY ARE STILL THERE!!!
I have already done the repair Office. I wonder if there if a cache
somewhere for Form Regions. Could this be where it's getting the
information, as these fields were once on a Form Region, which I deleted both
from its home and from the registry.

To Sue: There are no contacts in this new pst. Totally empty! But a blank
form still shows the fields. There are probably about 50 useless fields now,
and I started this because when I was trying to view the useful custom
fields, it would allow me to choose them then say the....folder is
full....... And some of my contact forms were in the high 20's and low 30KB.
I believe I read here that you said that was a real max. So if I understood
that correctly, I surmised that might be my '''folder is full''' problem.
Thus my current hunt for a way to get rid of the unneeded custom fields!

Thanks so much for help here..... hopefully it will help others at some
point. I'd like to think I'm not the only one who has messed this up so
greatly!!!

 

[Sue Mosher [MVP-Outlook]]

Shows the fields where? Have you been using registry form substitution to force all contacts to use a custom form?

 

[Hollis Paul]

Could this be where it's getting the
information, as these fields were once on a Form Region, which I deleted both
from its home and from the registry.

I can't answer that question. Form Regions did not exist when I was designing
forms. I think you are looking at a support event with Microsoft. Have credit
card handy.

 

[GolfGal]

Not sure if this clarifies or further confuses. I created another profile
and logged on using it. I opened a brand new outook file, new contact, all
fields tab...... and all the fields are there!!

That would seem that it points to something in the registry. I searched the
registry and deleted all references to the form those fields were previously
on. I rebooted and tried again.

I have already re-installed Office 07 this morning, and that did not help.
I really can't do the Microsoft event...... so I guess I'll go back to ACT
for my contacts! This seems pretty unbelievable. I've consulted w/ a couple
experts around here, which let me to the registry idea. Beyond that.......
only the heavens know why!!

 

[GolfGal]

No I haven't. I have been using standard contact form. I did have Form
Regions however, and I believe I figured this out to some degree, or at least
got it to go away.

I deleted all Form Regions and removed them from the registry. With that
done, when I opened the standard contact form and go to the all fields, the
fields are now gone.

I had 3 separate form regions on my contact form. One of those had all
these extra fields. I believe that was why my contact items were so large.
I deleted all Form Regions and started over with only one with the fields I
wanted.

But is appears if you once had fields on a form regions, they will forever
remain with the contact item unless you delete and start over. There is not
a lot of documentation yet available on Form Regions that I have been able to
find.

But they are gone now, and I am reconstructing my contacts!