Microsoft KB Archive/295709

= OL2000: Contacts That Have Both E-mail Address and Fax Number Are in Address Book Twice =

Q295709

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The information in this article applies to:


 * Microsoft Outlook 2000

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SYMPTOMS
In your Outlook Address Book, under Contacts, some recipient addresses may be listed twice. One listing has (e-mail) appended to the address, and the second listing has (Fax) after the address.

CAUSE
This behavior is by design. Recipients who have both an e-mail address and a fax number are listed twice, once for the e-mail address and once for the fax number.

WORKAROUND
To work around this issue if you are not using Outlook 2000 to send faxes, store fax numbers in a field that is not specific to faxing. For example, if you store fax numbers under Other in the phone numbers area of the name-Contact dialog box, Outlook and the Check Names feature do not interpret the fax number as an alternative delivery method.

To work around this issue if you have already stored fax telephone numbers in a fax telephone number field, you can move the fax numbers to another field that is not related to faxing. Globally moving the fax numbers to a different field involves three procedures:


 * Export the current Contacts folder to a CSV (comma-separated values) text file.
 * Edit the exported data file in Microsoft Excel.
 * Import the edited data back into Outlook 2000.

NOTE: To avoid accidentally losing any contacts, either back up the Contacts folder before you make any changes, or make a copy of the exported file before you import it back into Outlook.

Exporting the Current Contacts Folder

 * 1) On the Outlook 2000 File menu, click Import and Export.
 * 2) In the Import and Export Wizard dialog box, click Export to a file, and then click Next.
 * 3) In the Export to a File dialog box, click Comma Separated Values (Windows), and then click Next.
 * 4) Click Contacts, and then click Next.
 * 5) Under Save exported file as, specify the location and the name of the exported file, and then click Next.
 * 6) Click Finish.

Editing the Exported File
Open the exported file in Excel, and then assign the fax numbers to a different field:


 * If the OtherPhone column is empty, change the name of the fax number column to &quot;OtherPhone&quot; (without the quotation marks), and then delete the original OtherPhone column.
 * If the OtherPhone column already contains information, locate another phone-related column that is empty, change the name of the fax number column to the name of the empty column, and then delete the empty column.

Save the changes, and then quit Excel.

Importing the Edited Contacts Folder Back into Outlook 2000

 * 1) On the Outlook 2000 File menu, click Import and Export.
 * 2) In the Import and Export Wizard dialog box, click Import from another program or file, and then click Next.
 * 3) In the Import a File dialog box, click Microsoft Excel, and then click Next.
 * 4) In the File to import box, type the location and the name of the file that you just edited, click Replace duplicates with items imported, and then click Next.
 * 5) Click Contacts, and then click Next.
 * 6) Click Finish.

Recipients should now be listed only once in the Select Names dialog box.

MORE INFORMATION
The duplication of contacts doubles the size of the list that you need to search to address a message. In addition, if you use the Check Names feature when you address an e-mail message, you are required to choose between the fax number and the e-mail address, even though you are just sending an e-mail message.

Additional query words: OL2K

Keywords : kbui ol20genusght

Issue type : kbprb

Technology : kbOutlookSearch kbOutlook2000Search kbZNotKeyword3

Last Reviewed: November 16, 2001

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