Description:

How to set the Search Order of available Address Books

Issue/Symptom:

When you enter a partial name on the TO line in a new message and press Alt+K (Check Names) or Send, the returned records may not be those you anticipated.

Error Message:

None.

Cause:

The order of the available Address Books might not be correct.  For example, you have a Global Address List (GAL) and Outlook Contacts only, with these records:

GAL - LeaMaster, Kristi  kristil@kisys.com
Outlook - LeaMaster, Kristi kristil@msn.com

If Outlook is first in the search list and in the Email TO field you type "Lea" and Alt+K or click Send, the email address selected is kristil@msn.com

If the GAL listed first, and in the TO field you enter "Lea" and press Alt+K, the email address selected is kristil@kisys.com.

The Check Names dialog will not present potential matches against all available books.  Searching will look in the first book - if a potential match occurs that record is selected and searching stops.

If Firm Email Contact is first and the Address Book has one record:

LeaMaster, Kristi LeaMaster@hotmail.com

the email address selected is: LeaMaster@hotmail.com with no checks of other books - just like when you have a GAL and Outlook only.

Resolution:

You most likely have the more addresses in Firm Email Contacts than in any other address book so it is more likely to produce a pick list when a match is not found.

It is suggested that you try the search order:  Firm Email Contacts, GAL and then the User's Contacts.   This does mean that our Address Book will be searched first and exact matches will be selected or our book will display a pick list.  The downside is the pick list/match may not be the email address you want.  You might want to experiment with this to see what works best for your users.

To establish a search order:

• Click Tools in the Outlook tool bar
• Click Address Book
• Click Tools, Options

The following screen appears:

• Change the "Show this address list first" to "Firm Email Contacts".

• If "Employee List" appears in the third window, highlight it and click Remove.

• Using the Up and Down buttons, reposition the order of the Address Books to match the above example.

• Click OK when you are done.

Searchable TO information can be entered as follows:

• a partial Last Name ("Lea")

• First Name [space] Last Name  (Kristi LeaMaster)

• a partial First Name [space] a partial Last Name  ("s a") this produces a pick list of all names who's first name starts with "s" and last name starts with "a".  You can enter "s anderson" as well.

• There is no partial first name search - i.e. "k" for Kristi.  This would return all contacts with last name starting with K.

Please note when changing book sort order - you should exit and re-open Outlook even though you are not instructed to do so.

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