Duplicate (Fax and SMTP) contacts in Address Book

[Cheryl Mutschler]

Outlook XP

Hi,
Is there a way to only view contacts that have an email address through the
Address Book (instead of viewing duplicate contacts, one with the email
address and the other with the fax number)?
Thank you
Cheryl

 

[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.

 

[Brian Tillman]

Is there a way to only view contacts that have an email address
through the Address Book (instead of viewing duplicate contacts, one
with the email address and the other with the fax number)?

Put a non-phone number character in the FAX number field. Some people, for
example, put FAX: (xxx) xxx-xxxx or just F: (xxx) xxx-xxxx in the FAX field.

Of course, this will break Outlook's integration with Microsoft FAX, but it
you don't use it, you're not losing anything.

 

[Graeme]

Outlook shows both the fax numbers (where present) as well as the email
address when addressing an email. I understand that this was so you could
send a message via either transport depending upon your contact. Therefore
if you have multiple fax numbers or emails then the contact will appear
multiple times when addressing emails.

However, if you do not use fax on your system, then having the fax address
displayed becomes a nuisance. Both because it displays an entry in the
addressing dialogue window for each fax number configured as well as the
email address, and when you expect Outlook to resolve the name
automatically it does not know which of the addresses for that contact you
wish to use - showing the squiggly red line.

It is possible to suppress the fax entry in the address dialogue by
prefixing the Fax Number for the contact with a non-numerical character or
string e.g. Fax: 01234 345 678.

If you have a number of entries to manage in this way, then you may wish to
consider an add-in that will automate the task and allow you to select such
as that found at
http://www.websetters.co.uk/WSAddIns/Fax Display Manager/Index.htm

It resolves these issues by managing your contacts, hiding the fax entry
when addressing emails but still showing the details in the contacts folder.

Regards
Graeme
=====================================
Websetters - home of the WS:Outlook AddIn
the only limits are those of vision...
www.websetters.co.uk
=====================================

 

[Cheryl Mutschler]

Thank you all very much.
Cheryl

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.



--
Sue Mosher, Outlook MVP
Author of
Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers

 

[Guest]

Will future versions of Outlook have a way to turn off the fax feature? I don't really feel this is a feature, but is more of a nuisance. Adding a letter in front of the fax number to fool Outlook seems like a cheap workaround rather unbecoming of a company like Microsoft. An earlier version of Outlook that I used, Outlook 2000, Internet Mail only did not do this and I thought it worked a lot better this "full featured" program.

Using this work around means extra steps whenever a new fax number is entered onto a contacts page (I either have to go back and edit the number after I enter it or if I add the alpha characture first Outlook does not do the automatic formating of the number or add the area code automatically, which I like it to do. I also use the address book for automatically entering in addresses and fax numbers on our own fax cover sheets and again, I need to go back an delete the alpha characture in front of the fax number after the fax number is put on our forms.

 

[Diane Poremsky [MVP]]

Because they are valid electronic addresses, I don't expect to see them
disabled... http://www.slipstick.com/contacts/nofax.htm there are two
programs listed there are will automate the prefix for you and both are very
affordable.

--
Diane Poremsky [MVP - Outlook]
Author, Teach Yourself Outlook 2003 in 24 Hours
Coauthor, OneNote 2003 for Windows (Visual QuickStart Guide)
Author, Google and Other Search Engines (Visual QuickStart Guide)



Join OneNote Tips mailing list: http://www.onenote-tips.net/

Vote for your favorite Outlook and Exchange utilities in the
Slipstick Ratings Raffle at http://www.slipstick.com/contest/

 

[Roady [MVP]]

And if you choose for the one from Sperry Software you can make it even more
affordable by using the following discount code "BH93RF24"
http://www.sperrysoftware.com/Outlook/Hide-Fax-Numbers.asp?Source=RS

--
Robert Sparnaaij [MVP-Outlook]
www.howto-outlook.com

Tips of the month:
-Creating Signatures
-Create an Office XP CD slipstreamed with Service Pack 3

-----

Because they are valid electronic addresses, I don't expect to see them
disabled... http://www.slipstick.com/contacts/nofax.htm there are two
programs listed there are will automate the prefix for you and both are
very affordable.

--
Diane Poremsky [MVP - Outlook]
Author, Teach Yourself Outlook 2003 in 24 Hours
Coauthor, OneNote 2003 for Windows (Visual QuickStart Guide)
Author, Google and Other Search Engines (Visual QuickStart Guide)



Join OneNote Tips mailing list: http://www.onenote-tips.net/

Vote for your favorite Outlook and Exchange utilities in the
Slipstick Ratings Raffle at http://www.slipstick.com/contest/

Will future versions of Outlook have a way to turn off the fax feature?
I don't really feel this is a feature, but is more of a nuisance. Adding
a letter in front of the fax number to fool Outlook seems like a cheap
workaround rather unbecoming of a company like Microsoft. An earlier
version of Outlook that I used, Outlook 2000, Internet Mail only did not
do this and I thought it worked a lot better this "full featured"
program.

Using this work around means extra steps whenever a new fax number is
entered onto a contacts page (I either have to go back and edit the
number after I enter it or if I add the alpha characture first Outlook
does not do the automatic formating of the number or add the area code
automatically, which I like it to do. I also use the address book for
automatically entering in addresses and fax numbers on our own fax cover
sheets and again, I need to go back an delete the alpha characture in
front of the fax number after the fax number is put on our forms.

 

[Roady [MVP]]

Yep, just a small amount so I can keep my site up and running. Since the
actual buyer benefits as well I don't feel too bad about it ;-)

--
Robert Sparnaaij [MVP-Outlook]
www.howto-outlook.com

Tips of the month:
-Creating Signatures
-Create an Office XP CD slipstreamed with Service Pack 3

-----

Do you get paid for pimping this program?

And if you choose for the one from Sperry Software you can make it even
more
affordable by using the following discount code "BH93RF24"
http://www.sperrysoftware.com/Outlook/Hide-Fax-Numbers.asp?Source=RS

--
Robert Sparnaaij [MVP-Outlook]
www.howto-outlook.com

Tips of the month:
-Creating Signatures
-Create an Office XP CD slipstreamed with Service Pack 3

-----

Because they are valid electronic addresses, I don't expect to see them
disabled... http://www.slipstick.com/contacts/nofax.htm there are two
programs listed there are will automate the prefix for you and both are
very affordable.

--
Diane Poremsky [MVP - Outlook]
Author, Teach Yourself Outlook 2003 in 24 Hours
Coauthor, OneNote 2003 for Windows (Visual QuickStart Guide)
Author, Google and Other Search Engines (Visual QuickStart Guide)



Join OneNote Tips mailing list: http://www.onenote-tips.net/

Vote for your favorite Outlook and Exchange utilities in the
Slipstick Ratings Raffle at http://www.slipstick.com/contest/

Will future versions of Outlook have a way to turn off the fax
feature?
I don't really feel this is a feature, but is more of a nuisance.
Adding
a letter in front of the fax number to fool Outlook seems like a cheap
workaround rather unbecoming of a company like Microsoft. An earlier
version of Outlook that I used, Outlook 2000, Internet Mail only did
not
do this and I thought it worked a lot better this "full featured"
program.

Using this work around means extra steps whenever a new fax number is
entered onto a contacts page (I either have to go back and edit the
number after I enter it or if I add the alpha characture first Outlook
does not do the automatic formating of the number or add the area code
automatically, which I like it to do. I also use the address book for
automatically entering in addresses and fax numbers on our own fax
cover
sheets and again, I need to go back an delete the alpha characture in
front of the fax number after the fax number is put on our forms.

:

Outlook shows both the fax numbers (where present) as well as the
email
address when addressing an email. I understand that this was so you
could
send a message via either transport depending upon your contact.
Therefore
if you have multiple fax numbers or emails then the contact will
appear
multiple times when addressing emails.

However, if you do not use fax on your system, then having the fax
address
displayed becomes a nuisance. Both because it displays an entry in
the
addressing dialogue window for each fax number configured as well as
the
email address, and when you expect Outlook to resolve the name
automatically it does not know which of the addresses for that
contact
you
wish to use - showing the squiggly red line.

It is possible to suppress the fax entry in the address dialogue by
prefixing the Fax Number for the contact with a non-numerical
character
or
string e.g. Fax: 01234 345 678.

If you have a number of entries to manage in this way, then you may
wish
to
consider an add-in that will automate the task and allow you to
select
such
as that found at
http://www.websetters.co.uk/WSAddIns/Fax Display Manager/Index.htm

It resolves these issues by managing your contacts, hiding the fax
entry
when addressing emails but still showing the details in the contacts
folder.

Regards
Graeme
=====================================
Websetters - home of the WS:Outlook AddIn
the only limits are those of vision...
www.websetters.co.uk
=====================================


message
Outlook XP

Hi,
Is there a way to only view contacts that have an email address
through
the
Address Book (instead of viewing duplicate contacts, one with the
email
address and the other with the fax number)?
Thank you
Cheryl

 

[Guest]

So, do you only recommend the utilities you get paid for selling, even if they aren't the best ones for the task? Do all MVPs get paid for recommending certain utilties? At the very least you should add a disclaimer that your recommendation is not entirely unbiased because you are paid to pimp it.

Yep, just a small amount so I can keep my site up and running. Since the
actual buyer benefits as well I don't feel too bad about it ;-)

--
Robert Sparnaaij [MVP-Outlook]
www.howto-outlook.com

Tips of the month:
-Creating Signatures
-Create an Office XP CD slipstreamed with Service Pack 3

-----

Do you get paid for pimping this program?

And if you choose for the one from Sperry Software you can make it even
more
affordable by using the following discount code "BH93RF24"
http://www.sperrysoftware.com/Outlook/Hide-Fax-Numbers.asp?Source=RS

--
Robert Sparnaaij [MVP-Outlook]
www.howto-outlook.com

Tips of the month:
-Creating Signatures
-Create an Office XP CD slipstreamed with Service Pack 3

-----
Because they are valid electronic addresses, I don't expect to see them
disabled... http://www.slipstick.com/contacts/nofax.htm there are two
programs listed there are will automate the prefix for you and both are
very affordable.

--
Diane Poremsky [MVP - Outlook]
Author, Teach Yourself Outlook 2003 in 24 Hours
Coauthor, OneNote 2003 for Windows (Visual QuickStart Guide)
Author, Google and Other Search Engines (Visual QuickStart Guide)



Join OneNote Tips mailing list: http://www.onenote-tips.net/

Vote for your favorite Outlook and Exchange utilities in the
Slipstick Ratings Raffle at http://www.slipstick.com/contest/

Will future versions of Outlook have a way to turn off the fax
feature?
I don't really feel this is a feature, but is more of a nuisance.
Adding
a letter in front of the fax number to fool Outlook seems like a cheap
workaround rather unbecoming of a company like Microsoft. An earlier
version of Outlook that I used, Outlook 2000, Internet Mail only did
not
do this and I thought it worked a lot better this "full featured"
program.

Using this work around means extra steps whenever a new fax number is
entered onto a contacts page (I either have to go back and edit the
number after I enter it or if I add the alpha characture first Outlook
does not do the automatic formating of the number or add the area code
automatically, which I like it to do. I also use the address book for
automatically entering in addresses and fax numbers on our own fax
cover
sheets and again, I need to go back an delete the alpha characture in
front of the fax number after the fax number is put on our forms.

:

Outlook shows both the fax numbers (where present) as well as the
email
address when addressing an email. I understand that this was so you
could
send a message via either transport depending upon your contact.
Therefore
if you have multiple fax numbers or emails then the contact will
appear
multiple times when addressing emails.

However, if you do not use fax on your system, then having the fax
address
displayed becomes a nuisance. Both because it displays an entry in
the
addressing dialogue window for each fax number configured as well as
the
email address, and when you expect Outlook to resolve the name
automatically it does not know which of the addresses for that
contact
you
wish to use - showing the squiggly red line.

It is possible to suppress the fax entry in the address dialogue by
prefixing the Fax Number for the contact with a non-numerical
character
or
string e.g. Fax: 01234 345 678.

If you have a number of entries to manage in this way, then you may
wish
to
consider an add-in that will automate the task and allow you to
select
such
as that found at
http://www.websetters.co.uk/WSAddIns/Fax Display Manager/Index.htm

It resolves these issues by managing your contacts, hiding the fax
entry
when addressing emails but still showing the details in the contacts
folder.

Regards
Graeme
=====================================
Websetters - home of the WS:Outlook AddIn
the only limits are those of vision...
www.websetters.co.uk
=====================================


message
Outlook XP

Hi,
Is there a way to only view contacts that have an email address
through
the
Address Book (instead of viewing duplicate contacts, one with the
email
address and the other with the fax number)?
Thank you
Cheryl

 

[Roady [MVP]]

Nope, I recommend utilities that I know of and are suitable for what the
poster asks for. So I don't pimp their product in that way as I would have
recommended that add-in then anyway. Since I've recommended Sperry Software
add-ins quite often they wanted to do something in return and let me share
in their profits of the sales I cause. As a bonus I can offer a discount to
everyone as well. So basically everybody gains on it.

--
Robert Sparnaaij [MVP-Outlook]
www.howto-outlook.com

Tips of the month:
-Creating Signatures
-Create an Office XP CD slipstreamed with Service Pack 3

-----

So, do you only recommend the utilities you get paid for selling, even if
they aren't the best ones for the task? Do all MVPs get paid for
recommending certain utilties? At the very least you should add a
disclaimer that your recommendation is not entirely unbiased because you
are paid to pimp it.

Yep, just a small amount so I can keep my site up and running. Since the
actual buyer benefits as well I don't feel too bad about it ;-)

--
Robert Sparnaaij [MVP-Outlook]
www.howto-outlook.com

Tips of the month:
-Creating Signatures
-Create an Office XP CD slipstreamed with Service Pack 3

-----

Do you get paid for pimping this program?

:

And if you choose for the one from Sperry Software you can make it
even
more
affordable by using the following discount code "BH93RF24"
http://www.sperrysoftware.com/Outlook/Hide-Fax-Numbers.asp?Source=RS

--
Robert Sparnaaij [MVP-Outlook]
www.howto-outlook.com

Tips of the month:
-Creating Signatures
-Create an Office XP CD slipstreamed with Service Pack 3

-----
Because they are valid electronic addresses, I don't expect to see
them
disabled... http://www.slipstick.com/contacts/nofax.htm there are
two
programs listed there are will automate the prefix for you and both
are
very affordable.

--
Diane Poremsky [MVP - Outlook]
Author, Teach Yourself Outlook 2003 in 24 Hours
Coauthor, OneNote 2003 for Windows (Visual QuickStart Guide)
Author, Google and Other Search Engines (Visual QuickStart Guide)



Join OneNote Tips mailing list: http://www.onenote-tips.net/

Vote for your favorite Outlook and Exchange utilities in the
Slipstick Ratings Raffle at http://www.slipstick.com/contest/

Will future versions of Outlook have a way to turn off the fax
feature?
I don't really feel this is a feature, but is more of a nuisance.
Adding
a letter in front of the fax number to fool Outlook seems like a
cheap
workaround rather unbecoming of a company like Microsoft. An
earlier
version of Outlook that I used, Outlook 2000, Internet Mail only
did
not
do this and I thought it worked a lot better this "full featured"
program.

Using this work around means extra steps whenever a new fax number
is
entered onto a contacts page (I either have to go back and edit the
number after I enter it or if I add the alpha characture first
Outlook
does not do the automatic formating of the number or add the area
code
automatically, which I like it to do. I also use the address book
for
automatically entering in addresses and fax numbers on our own fax
cover
sheets and again, I need to go back an delete the alpha characture
in
front of the fax number after the fax number is put on our forms.

:

Outlook shows both the fax numbers (where present) as well as the
email
address when addressing an email. I understand that this was so
you
could
send a message via either transport depending upon your contact.
Therefore
if you have multiple fax numbers or emails then the contact will
appear
multiple times when addressing emails.

However, if you do not use fax on your system, then having the fax
address
displayed becomes a nuisance. Both because it displays an entry in
the
addressing dialogue window for each fax number configured as well
as
the
email address, and when you expect Outlook to resolve the name
automatically it does not know which of the addresses for that
contact
you
wish to use - showing the squiggly red line.

It is possible to suppress the fax entry in the address dialogue
by
prefixing the Fax Number for the contact with a non-numerical
character
or
string e.g. Fax: 01234 345 678.

If you have a number of entries to manage in this way, then you
may
wish
to
consider an add-in that will automate the task and allow you to
select
such
as that found at
http://www.websetters.co.uk/WSAddIns/Fax Display Manager/Index.htm

It resolves these issues by managing your contacts, hiding the fax
entry
when addressing emails but still showing the details in the
contacts
folder.

Regards
Graeme
=====================================
Websetters - home of the WS:Outlook AddIn
the only limits are those of vision...
www.websetters.co.uk
=====================================


message
Outlook XP

Hi,
Is there a way to only view contacts that have an email address
through
the
Address Book (instead of viewing duplicate contacts, one with
the
email
address and the other with the fax number)?
Thank you
Cheryl