Email- and Fax Addresses display for distribution lists

Carola Beckley · External Since: Jun 23, 2005 Posts: 6

When creating a distribution list and selecting members for it, in older
outlook versions all email addresses and the business fax number were
displayed and could be selected for the distribution list. In outlook 2003 I
find only the first email address offered for selection. Can I change this
display, so that I can choose also the second or third email address?

Hal Hostetler [MVP-P/I] · External Since: Oct 26, 2005 Posts: 135

I don't see that limitation here on Outlook 2003; all valid addresses for a
contact are shown when I go to Select Members and Show Names from my
Contacts folder.

Hal
--
Hal Hostetler, CPBE -- hhh.TakeThisOut@kvoa.com
Senior Engineer/MIS -- MS MVP-P/I -- WA7BGX
http://www.kvoa.com -- "When News breaks, we fix it!"
KVOA Television, Tucson, AZ. NBC Channel 4
Still Cadillacin' - www.badnewsbluesband.com

"Carola Beckley" <CarolaBeckley.TakeThisOut@discussions.microsoft.com> wrote in message
news:4EF8C833-321B-4E09-BCD3-EA097A8F1CDE@microsoft.com...
> When creating a distribution list and selecting members for it, in older
> outlook versions all email addresses and the business fax number were
> displayed and could be selected for the distribution list. In outlook 2003
> I
> find only the first email address offered for selection. Can I change this
> display, so that I can choose also the second or third email address?
>

Carola Beckley · External Since: Jun 23, 2005 Posts: 6

Dear Hal, thanks for the reply. But that does not help me much if I don't
know how to change it. Because in my case I definitely see only the first
email and I have checked all the configuration folders known to me to see
whether I can change it back to the display I had before. Any idea?

"Hal Hostetler [MVP-P/I]" wrote:

> I don't see that limitation here on Outlook 2003; all valid addresses for a
> contact are shown when I go to Select Members and Show Names from my
> Contacts folder.
>
> Hal
> --
> Hal Hostetler, CPBE -- hhh.TakeThisOut@kvoa.com
> Senior Engineer/MIS -- MS MVP-P/I -- WA7BGX
> http://www.kvoa.com -- "When News breaks, we fix it!"
> KVOA Television, Tucson, AZ. NBC Channel 4
> Still Cadillacin' - www.badnewsbluesband.com
>
> "Carola Beckley" <CarolaBeckley.TakeThisOut@discussions.microsoft.com> wrote in message
> news:4EF8C833-321B-4E09-BCD3-EA097A8F1CDE@microsoft.com...
> > When creating a distribution list and selecting members for it, in older
> > outlook versions all email addresses and the business fax number were
> > displayed and could be selected for the distribution list. In outlook 2003
> > I
> > find only the first email address offered for selection. Can I change this
> > display, so that I can choose also the second or third email address?
> >
>
>
>

Hal Hostetler [MVP P/I] · External Since: Oct 17, 2005 Posts: 647

What lists are available in the "Show Names From the" drop-down box? I'm
looking at Contacts under Outlook Address Book, and I see both addresses and
Fax numbers (which show up as multiple entries for the same name). I don't
know how to set Outlook to NOT show these additional addresses, so I can't
tell you what to change without knowing what address book you're looking at.
A PAB behaves differently from a Contacts folder which behaves differently
from an Exchange Server Global Address List.

Hal
--
Hal Hostetler, CPBE -- hhh.RemoveThis@kvoa.com
Senior Engineer/MIS -- MS MVP-P/I -- WA7BGX
http://www.kvoa.com -- "When News breaks, we fix it!"
KVOA Television, Tucson, AZ. NBC Channel 4
Still Cadillacin' - www.badnewsbluesband.com

"Carola Beckley" <CarolaBeckley.RemoveThis@discussions.microsoft.com> wrote in message
news:8FBF336B-40BB-4EF0-8AF7-0D7D531D359A@microsoft.com...
> Dear Hal, thanks for the reply. But that does not help me much if I don't
> know how to change it. Because in my case I definitely see only the first
> email and I have checked all the configuration folders known to me to see
> whether I can change it back to the display I had before. Any idea?
>
> "Hal Hostetler [MVP-P/I]" wrote:
>
> > I don't see that limitation here on Outlook 2003; all valid addresses
for a
> > contact are shown when I go to Select Members and Show Names from my
> > Contacts folder.
> >
> > Hal
> > --
> > Hal Hostetler, CPBE -- hhh.RemoveThis@kvoa.com
> > Senior Engineer/MIS -- MS MVP-P/I -- WA7BGX
> > http://www.kvoa.com -- "When News breaks, we fix it!"
> > KVOA Television, Tucson, AZ. NBC Channel 4
> > Still Cadillacin' - www.badnewsbluesband.com
> >
> > "Carola Beckley" <CarolaBeckley.RemoveThis@discussions.microsoft.com> wrote in
message
> > news:4EF8C833-321B-4E09-BCD3-EA097A8F1CDE@microsoft.com...
> > > When creating a distribution list and selecting members for it, in
older
> > > outlook versions all email addresses and the business fax number were
> > > displayed and could be selected for the distribution list. In outlook
2003
> > > I
> > > find only the first email address offered for selection. Can I change
this
> > > display, so that I can choose also the second or third email address?
> > >
> >
> >
> >

Russ Valentine [MVP-Outlo · External Since: Mar 21, 2005 Posts: 8749

Hal is exactly right. This behavior has not changed a bit in Outlook 2003.
So something has changed in your configuration and we can't tell what.
You'll need to provide some information to us before we can help you. First
of all, are you certain you are using the Outlook Address Book and not the
autocompletion cache? If so, state how you configured the Outlook Address
Book. List the exact steps by which you are attempting to access your fax
recipients.
--
Russ Valentine
[MVP-Outlook]
"Carola Beckley" <CarolaBeckley.RemoveThis@discussions.microsoft.com> wrote in message
news:8FBF336B-40BB-4EF0-8AF7-0D7D531D359A@microsoft.com...
> Dear Hal, thanks for the reply. But that does not help me much if I don't
> know how to change it. Because in my case I definitely see only the first
> email and I have checked all the configuration folders known to me to see
> whether I can change it back to the display I had before. Any idea?
>
> "Hal Hostetler [MVP-P/I]" wrote:
>
>> I don't see that limitation here on Outlook 2003; all valid addresses for
>> a
>> contact are shown when I go to Select Members and Show Names from my
>> Contacts folder.
>>
>> Hal
>> --
>> Hal Hostetler, CPBE -- hhh.RemoveThis@kvoa.com
>> Senior Engineer/MIS -- MS MVP-P/I -- WA7BGX
>> http://www.kvoa.com -- "When News breaks, we fix it!"
>> KVOA Television, Tucson, AZ. NBC Channel 4
>> Still Cadillacin' - www.badnewsbluesband.com
>>
>> "Carola Beckley" <CarolaBeckley.RemoveThis@discussions.microsoft.com> wrote in
>> message
>> news:4EF8C833-321B-4E09-BCD3-EA097A8F1CDE@microsoft.com...
>> > When creating a distribution list and selecting members for it, in
>> > older
>> > outlook versions all email addresses and the business fax number were
>> > displayed and could be selected for the distribution list. In outlook
>> > 2003
>> > I
>> > find only the first email address offered for selection. Can I change
>> > this
>> > display, so that I can choose also the second or third email address?
>> >
>>
>>
>>

Michael Graybill · External Since: Dec 01, 2005 Posts: 1

Is there a way NOT to have both email and fax listed in the contact list?
This is very confusing. I would like only the email listed in the contact
list as I do not wish to use fax numbers as email addresses.

"Carola Beckley" wrote:

> When creating a distribution list and selecting members for it, in older
> outlook versions all email addresses and the business fax number were
> displayed and could be selected for the distribution list. In outlook 2003 I
> find only the first email address offered for selection. Can I change this
> display, so that I can choose also the second or third email address?
>

Russ Valentine [MVP-Outlo · External Since: Mar 21, 2005 Posts: 8749

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
http://www.sperrysoftware.com/Outlook_Solutions.htm (Hide Fax Numbers)
http://www.mapilab.com/outlook/toolbox/

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.

--
Russ Valentine
[MVP-Outlook]
"Michael Graybill" <Michael Graybill.RemoveThis@discussions.microsoft.com> wrote in
message news:9F0DC7EB-652A-4E56-8AF4-388731C1D31B@microsoft.com...
> Is there a way NOT to have both email and fax listed in the contact list?
> This is very confusing. I would like only the email listed in the contact
> list as I do not wish to use fax numbers as email addresses.
>
> "Carola Beckley" wrote:
>
>> When creating a distribution list and selecting members for it, in older
>> outlook versions all email addresses and the business fax number were
>> displayed and could be selected for the distribution list. In outlook
>> 2003 I
>> find only the first email address offered for selection. Can I change
>> this
>> display, so that I can choose also the second or third email address?
>>