Software

Office challenge: How to get Outlook contacts into an address book

This week, prove your Outlook prowess by solving this missing address book mystery.

Some users can do a lot for themselves, but they still run into trouble occasionally. For instance, suppose a user imports his Outlook contacts from an old machine to a new one. Outlook, on the new machine shows his contacts, but there's no address book. How do you help this user get his contacts into an address book on the new machine? Remember, the solution doesn't have to be hard!

About

Susan Sales Harkins is an IT consultant, specializing in desktop solutions. Previously, she was editor in chief for The Cobb Group, the world's largest publisher of technical journals.

14 comments
acrocat
acrocat

Check the 'Show this folder as an e-mail Address Book' is greyed out... (Microsoft Outlook 2010).

beachgirl2
beachgirl2

I use Outlook 2007. When I go thru the Tools menu to add the Outlook address book, it says there is already one there, and it is listed as a MAPI type. So when I try to 'change' it, the next screen shows a 'blank' for address book, so I can't remove it?!? When I look at the Properties for the contacts folder, the 'Show this folder as an email address book' is unchecked and greyed out, and it shows the name of the address book as Contacts. What am I missing here?

marvin
marvin

I am not sure what is meant by 'Address Book'. What is the difference between a Contact entries and Address Book. My Outlook Contact List properties has the ' Show this folder as an e-mail Address Book' box checked and greyed out which tells me it is already selected.

israelb98
israelb98

Right click on a folder in My Contacts and select properties. On the Outlook Address Book tab check the Show this folder as an e-mail Address Book. Then click OK to save.

herbman
herbman

But--- is there a way to 'easily' transfer large number of folders that contain contacts? I have a structured contact list with numerous folders and would like to transfer all of them. Bruce

techrepublic
techrepublic

we have this happen regularly - especially when moving users to new computers, or rebuilding their PC's sometimes the option 'Show this folder as an e-mail Address Book' is greyed out (slight differences depending on the verison of outlook - but it's more how you get to the same menus) tools --> account settings address books new --> additional address books outlook address book or open address book tools --> options add address book choose the address book you want to add in and close then close and re-open outlook you should now be able to view the contacts as an address book - or at least the option to view it will be selectable (as per DarkGuardian)

DarkGuardian
DarkGuardian

Simple enough, as I've had this happen during a few migrations. 1. Right-click the contact list you want to use, and choose Properties 2. Click the Outlook Address Book tab 3. Check the 'Show this folder as an e-mail Address Book', changing the name of you wish. 4. Click Apply, then OK. The contact list is now an available address book.

techrepublic
techrepublic

if you follow the steps below (from my earlier post) tools --> account settings address books new --> additional address books outlook address book this usually fixes the fact that you can't tick that particular box

techrepublic
techrepublic

if you follow the steps below (from my earlier post) tools --> account settings address books new --> additional address books outlook address book this usually fixes the fact that you can't tick that particular box

techrepublic
techrepublic

a contact list is an address book, but an address book is a contact list that can be used as an address book - it's different terms for what is essentially the same thing (at least from my perspective) your contacts have additional information, phone numbers and postal addresses etc... as well as email addresses - by default local outlook contacts are not available to be used as an address book - the steps outlined by DarkGuardian and myself allow you to use your local contacts as an address book. otherwise, you may find that you can easily email internal users, but have to rely on either the NK2 file (history of entered addresses) or manually typing each email address when sending to external recipients.

jetaylorp
jetaylorp

I had this problem when moving from XP and Office 2003 to W7 and Office 2010 using the W7 transfer utility. I tried the suggested solution but, for me at least, the 'Show this folder as an e-mail Address Book' check box is grayed out so I can not check it. Are there any other suggestions to try in this situation.

techrepublic
techrepublic

if you follow the steps below (from my earlier post) tools --> account settings address books new --> additional address books outlook address book this usually fixes the fact that you can't tick that particular box .

DarkGuardian
DarkGuardian

Sometimes when you migrate Outlook settings via the Windows File Transfer programs, they get corrupted. Everything seems to work ok, but one common complaint is that the "Show folder as an email Address Book" will often grey out. The best way to deal with this is to create a new profile and import your PST file, and the option should no longer be greyed out.