Outlook Contacts Missing Notes After Export-Import

[CatBlue]

Hello everyone,

I hope my note finds you doing well. I work in for a small business (there
are only 7 of us here). Everyone has stand-alone PC's (no network yet, though
we are working on it) and we are running Windows XP and Office 2007. I
happened to get the lucky task of putting over 650 contacts into Outlook. I
could not displace my manager for the gazillion of hours it took to do this,
so I did it at my desktop, used the Import-Export feature in Outlook
Contacts, and exported them to a disk to upload on my manager's computer. The
process was super fast and easy, but you can imagine my dismay when I saw
that all the Contacts had imported with the Notes section completely BLANK!

I had put very detailed notes in that section for just about every contact
-- pictures (jpeg files), alternate addresses, emails of their assistants,
etc. Needless to say, I am not a happy camper. Does anyone know of a better
way to do this so ALL of my data actually gets transferred? I look forward to
your replies, thanks so much.

Regards,
Cat

 

[Russ Valentine [MVP-Outlook]]

Read any of the posts here. You will quickly discover that you never
transfer Outlook data using export and import. Your Outlook data exists in
one file. If you want to transfer that data, copy that file. There are
countless posts here that tell you how to do that.
Sorry you had to prove our point yet again.

 

[CatBlue]

Read any of the posts here. You will quickly discover that you never
transfer Outlook data using export and import. Your Outlook data exists in
one file. If you want to transfer that data, copy that file. There are
countless posts here that tell you how to do that.
Sorry you had to prove our point yet again.

Hello Russ, thank you so much for your reply. I did do a search and did not
find an answer for my particular problem (how to include the Notes section in
my Contacts). I have found, belatedly, many comments along the same lines are
yours: "Don't use Import-Export!" Alas, that doesn't tell me what I should
do. I can easily find the .PST file for email, but I cannot seem to find the
file that is just for contacts (very newbie of me, I know). Once I find that
file, is it just a matter of saving it to my manager's computer (I guess in
the same mystery location where it resides on my machine?), or do I have to
an import of some kind? Thanks again, and I look forward to your reply!

 

[Judy Gleeson \(MVP Outlook\)]

as Russ clearly said, your Outlook data exists in 1 file. It's a .pst file.
It's a hidden file (you need to know that when you search for it).

Find it, put it on a memory stick, then read Russ' instructions for moving
it from 1 PC to another.

Regards

Judy Gleeson
MVP Outlook
Trainer and Consultant www.pragmatix.com.au
My suggested settings for Outlook 2003 are FREE on my website.

..

 

[CatBlue]

Hello again,

Thank you for the head's up on how to find it. Admittedly, I am confused at
Russ' suggestion. If I save my entire .pst file and upload it to my manager's
computer, won't that wipe out his Outlook profile and replace it with my own?
He would be pretty ticked off if I ended up deleting all of his emails. As
always, your advice is greatly appreciated.

 

[Gordon]

Hello again,

Thank you for the head's up on how to find it. Admittedly, I am confused
at
Russ' suggestion. If I save my entire .pst file and upload it to my
manager's
computer, won't that wipe out his Outlook profile and replace it with my
own?
He would be pretty ticked off if I ended up deleting all of his emails. As
always, your advice is greatly appreciated.

That will ONLY happen if you overwrite the existing pst file. Do NOT
overwrite the existing pst file!

 

[CatBlue]

I just want to start off by saying you guys are the best. The BEST I say!

I saved my Outlook.pst file and went over the my manager's computer full of
trepidation, shaky hands and all. I opened Outlook, then Contacts, and
finally opened the Outlooks.pst file while I was in the Contacts view.
Voila!!! All my Contacts and Notes appeared, WHEW. That would have been hours
of work done the drain.

Thankfully, the Inbox and all his email was untouched. However, there is one
wee problem. He now has two Contacts folders (one named Contacts and a new
one, Contacts in Personal folders) and two Calendars as well (Calendars and
Calendars in Personal folders). This is going to make him go MENTAL, he is so
particular about his Outlook Calendar.

I checked all the links Russ supplied regarding moving .PST files in outlook
(for instance:
http://office.microsoft.com/en-us/outlook/HA012308921033.aspx). This
particular link discusses removing the duplicate files as eaily as
right-clicking and then choosing to Close Personal Folders. Alas, that option
did not appear for me. It says further if one cannot close the folder ther
the "default delivery location is still pointing to the wrong file."

Que?

I am so close to finally getting this right, so please chime in if you know
how to get rid of the duplicate files.

Much thanks,
Cat

 

[CatBlue]

Oops, it appears that I spoke/wrote too soon. I see that he now has two
Personal Folders and one of them opens up to ALL of my information: folders,
email, everything. YIKES. He really will not tolerate that. So obviously I am
missing a crucial step; some way to download the .pst file successfully into
Contacts, but then to delete all the duplicate files and my personal
email/info from his machine. What's a girl to do? As always, your advice is
most welcome.

Regards,
Cat

 

[Gordon]

Oops, it appears that I spoke/wrote too soon. I see that he now has two
Personal Folders and one of them opens up to ALL of my information:
folders,
email, everything. YIKES. He really will not tolerate that. So obviously I
am
missing a crucial step; some way to download the .pst file successfully
into
Contacts, but then to delete all the duplicate files and my personal
email/info from his machine. What's a girl to do? As always, your advice
is
most welcome.

Regards,
Cat

 

[Gordon]

Oops, it appears that I spoke/wrote too soon. I see that he now has two
Personal Folders and one of them opens up to ALL of my information:
folders,
email, everything. YIKES. He really will not tolerate that. So obviously I
am
missing a crucial step; some way to download the .pst file successfully
into
Contacts, but then to delete all the duplicate files and my personal
email/info from his machine. What's a girl to do? As always, your advice
is
most welcome.

Regards,
Cat

Right.
In his Outlook, close your pst file. Then in Windows explorer, delete it.
On your machine, create a new pst file and copy the contacts into it. Close
Outlook and copy that new pst file to your boss's machine. then repeat the
process.

 

[CatBlue]

Believe it or not, I FINALLY figured this out.

I was still on my manager's computer with both our .pst files; his as the
original Outlook.pst, and mine as Outlook-2.pst (I renamed my copy before I
uploaded it).

1. While in Outlook, and in my manager's Personal Folder, I created a new
folder and called it Contacts-1.

2. I scrolled down to the duplicate, which held all of my Personal Folder
items, and right clicked on my Contacts.

3. I was given the choice to "copy the selected folder to the folder" I
scrolled up to his Personal Folder and copied my contacts to the new folder,
Contacts-1. At this point, I am pretty sure that the contacts will be saved
in his .PST file.

4. I scrolled back down, right clicked on the duplicate/my Personal Folders
and chose "Close Personal Folders." It promptly disappeared, along with all
duplicates of the Contacts and Calendar, my inbox and all my folders.

5. I clicked on Contacts-1, chose select all, and then I dragged all 657
contacts into his regular Contacts folder. Finally, I right clicked on
Contacts-1 and chose "Delete."

6. I checked under Tools, Account Settings and Data Files just to make sure
the only .pst file there was his. Sure enough, Outlook-2.pst file was no
longer there.

HURRAH!!!

Whew, what an odyssey. You have to wonder why they bothered to make the
lackluster Import-Export utility instead of just telling everyone how to do
this?

Gordon, you are a scholar and a gentleman. I cannot thank you enough for
your patience and kind replies. It is almost 6:30am here and I am still at
work! Time to go home and sleep until NOON.

 

[Gordon]

Believe it or not, I FINALLY figured this out.

I was still on my manager's computer with both our .pst files; his as the
original Outlook.pst, and mine as Outlook-2.pst (I renamed my copy before
I
uploaded it).

1. While in Outlook, and in my manager's Personal Folder, I created a new
folder and called it Contacts-1.

2. I scrolled down to the duplicate, which held all of my Personal Folder
items, and right clicked on my Contacts.

3. I was given the choice to "copy the selected folder to the folder" I
scrolled up to his Personal Folder and copied my contacts to the new
folder,
Contacts-1. At this point, I am pretty sure that the contacts will be
saved
in his .PST file.

4. I scrolled back down, right clicked on the duplicate/my Personal
Folders
and chose "Close Personal Folders." It promptly disappeared, along with
all
duplicates of the Contacts and Calendar, my inbox and all my folders.

5. I clicked on Contacts-1, chose select all, and then I dragged all 657
contacts into his regular Contacts folder. Finally, I right clicked on
Contacts-1 and chose "Delete."

6. I checked under Tools, Account Settings and Data Files just to make
sure
the only .pst file there was his. Sure enough, Outlook-2.pst file was no
longer there.

HURRAH!!!

Whew, what an odyssey. You have to wonder why they bothered to make the
lackluster Import-Export utility instead of just telling everyone how to
do
this?

Gordon, you are a scholar and a gentleman. I cannot thank you enough for
your patience and kind replies. It is almost 6:30am here and I am still at
work! Time to go home and sleep until NOON.

You're very welcome. It's 11.45 am here and VERY windy....