Unwanted fields in a distribution list

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Guest

I am trying to send out a mass e-mail, and have even tried it through
creating a distribution list. When I choose which address book to send it
from, my contacts come up twice. Once with an e-mail, and once with a fax,
under the e-mail column as well. I have checked, and do not have duplicates,
and when initially mapping these fields from excel to outlook, the fields are
correct. I only see duplicates when pulling contacts from the address book
in the "create new e-mail" screen.
 
Margo said:
I am trying to send out a mass e-mail, and have even tried it through
creating a distribution list. When I choose which address book to
send it from, my contacts come up twice. Once with an e-mail, and
once with a fax, under the e-mail column as well.
Click to expand...

This is correct behavior. Since a FAX number is also an electronic address
and Outlook can work with a number of FAX programs to send faxes, the
address book view will show the FAX number as well.
I have checked,
and do not have duplicates, and when initially mapping these fields
from excel to outlook, the fields are correct. I only see duplicates
when pulling contacts from the address book in the "create new
e-mail" screen.
Click to expand...

They're not duplicates. They're two separate electronic addresses for the
same Contact and since it is the Address Book's job to display electronic
addresses, you will see both.
 
Normal behavior.
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.

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 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.
 
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