Trying to add a field to the contacts card

[Bill_De]

I have been working on linking my Access database to Outlook contacts which I
have succeeded in doing. I can add files to a linked table in Access and they
will appear in my contacts list. However I cannot delete them because I need
a unique field common to the linked e-mail table and the main database table
in Access.

What I need to do is add a field that will show up on the new contact card
(I think that is what it is called) where you enter new contacts. I go to the
view add field and follow the instructions to add a field, and I did add
cutomer ID to the field but when I go to Access and create the linked table
the customer ID field does not show up in the table that is created. I need a
field that will be stored in the same place in Outlook as the: First and Last
Name, E-mail Address, Phone numbers and addresses. If I can get a field in
that group it should show up when I create a linked table in access.
Thank you

 

[Sue Mosher [MVP-Outlook]]

The linked table method has major limitations, including the inability to show even all the reasonably important fields, much less custom fields. While articles have been written on how to expand on this method's obvious features, I've never been able to duplicate the results. See http://www.outlookcode.com/d/database.htm#linkedtables .

That page will also give you other ideas on how to work with databases and Outlook together. You'll need to write code or use a third-party tool that does the heavy lifting.


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

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

 

[Bill_De]

I have figure out how to get the link between access and outlook to work. I
have been able to update my contacts list however when I delete an entry in
Access it will not delete in my address book. The only way I can get an entry
in outlook to be deleted when I delete an entry in Access is to use a delete
query. For this I need to have a field in the table created in the link to
have a number field.
I need to be able to add a field in outlook in the contact card (the card
that opens where you enter the name, e-mail address etc. - I don''t know what
that card is titled). Once I get a field with a number format I can use my
primary key (autonumber) in access to create the join.

If you could tell me how to add this field in outlook contacts that would be
great.
Thank

 

[Sue Mosher [MVP-Outlook]]

The ContactItem object in Outlook already has at least four text fields that can be used to store custom information -- User1- User4, BillingInformation & Mileage. I don't remember whether any of those are exposed in a linked table in Access.

If you want to add a custom numeric field, you'd do it with a custom contact form; see http://www.outlookcode.com/d/contactform.htm, but you'll run into the limitation that I mentioned earlier -- getting a custom field to show in Access seems all but impossible.

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

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

 

[Bill_De]

Thanks Sue,
The User1 through 4 I know show up in the Access table, However they are
text fields and I would need a number field so I can link the unique field in
access to Outlook.
I saw in oultlook under tools-forms-choose a form that I can open the
contacts card form (the default card used to fill in information on a new
contact). Is it possible to add a field in that form or card what ever you
call it and than save it in the Outlook data base and then use it as a
default form.

If I can just get past this one hump I could have the problem of linking
solved by using update queries in Access. By adding a field in my primary
table and then adding two update queries I can now update and change the
linked table between access and Outlook. However It won't delete old or moved
contacts/data because I need a unique field that will only apply to one
record in Access and one record in Outlook. In access that is an autonumber
for each record. If I could get a number field in the linked outlook table
that I could include in the update querry then I could delete or move files
in that table.

Any suggestions on how I can get either a number field added to the contacts
infor or change an existing data field in Outlook from text to number would
be great.

Thanks for all of your help
Bill_De

 

[Sue Mosher [MVP-Outlook]]

What about using a GUID in one of the build-in text fields?

If you want to try a numeric field, the page at http://www.outlookcode.com/d/newdefaultform.htm explains how to make a published custom Outlook form the default.
--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003

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

 

[Bill_De]

I will give both of these a try and let you know. One thing though I am not
up on a lot of stuff could you tell me what the "GUID" is, How do I get to it
and how I would make the changes. In the meantime I will go to the web sites
you suggested and start there.
Thanks

 

[Sue Mosher [MVP-Outlook]]

As for GUIDs in general, Google is your friend.

If a simple unique identifier will do, you can take the item's EntryID (set after the item is saved) and copy it into the field that you want to use to hold the ID. The value of the actual EntryID property may change if you move the item, but the value in the custom property won't.

My book demonstrates several other methods. You can download the sample code from http://www.outlookcode.com/member/book.aspx :

1) Get a GUID with the Session.CreateConversationIndex from CDO 1.21. (Listing 20.5)

2) Build an ID from the current date/time (Listing 20.6)

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

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

 

[Bill_De]

I went to tools-forms-design forms and selected contacts. This gave me the
contact form and I then went in and added a text box with the propertis set
to a number. I published it as Contacts 2 and then set the default for
contacts 2. When I open the add new contact I get the new form with the
number box on it, but when I create a linked table in Access that field does
not show up. Here is a list of all the fields that show up when creating a
linked table. Do you know how in Outlook I can change the properties from
text to number. If I can change any one of these to a number format I would
be able to complete the link process that I need. When I open the properties
in Outlook the style box is grayed out and won't allow me to make a change
from text to number.

Here are the fields as I said if I could just change anyone of them to
number I would be on track. Perhaps with you seeing which fields show up in
the access table you may be able to tell me how I can either change a field
to number or where to add a field with a number that will show up with the
rest of these : First, Last, title, company, department, office, post office
box, address, city, state, zip code, country, phone, mobil phone, pager
phone, home 2 phone, assistant phone, buisness fax, home fax, other fax,
telex number, display name, e-mail type, e-mail address, account, assistant,
send Rich text, primary.
Thanks
bill_De

 

[Sue Mosher [MVP-Outlook]]

I went to tools-forms-design forms and selected contacts. This gave me the

contact form and I then went in and added a text box with the propertis set
to a number. I published it as Contacts 2 and then set the default for
contacts 2. When I open the add new contact I get the new form with the
number box on it, but when I create a linked table in Access that field does
not show up.

That's exactly what I said you could expect. See my original warning on the limitations of linked tables.

Do you know how in Outlook I can change the properties from
text to number.

That is not possible.