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Omer
Omer, Information Systems Manager
Category: Computer
Satisfied Customers: 309
Experience:  MCSE Certified , Degree in CMIS Computer information Systems, 7 years of work in the IT Field
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how do i delete blank contacts at the front of my outlook 2007

Resolved Question:

how do i delete blank contacts at the front of my outlook 2007 adress book.

I tried selecting and deleting and that will not work any ideas?
Submitted: 4 years ago.
Category: Computer
Expert:  Omer replied 4 years ago.

Omer Mushahwar :

Hi I am one of the experts here on Just Answer.com

Omer Mushahwar :

When you say deleting blank contacts do you mean an individual contact in your contact list or a black contact list in outlook

Customer :

there are 15 contacts at the top of my outlook 2007 adress book with no name or address simply a '0'

Omer Mushahwar :

Ok Just wanted to make sure we were talking about the same thing one second

Omer Mushahwar :

When you try to delete the contacts do you get an error message or does nothing happen?

Omer Mushahwar :

Also what type of email account is outlook synced with?

Customer :

when I click -file - delete- after selecting the entry - I get a message - Are you sure you wat to delete this entry-

Omer Mushahwar :

and when you say yes does it delete it

Customer :

I select the yes box but nothing else happens

Omer Mushahwar :

does your outlook contact list sync with a mobile phone or anything like that?

Customer :

yes it can sync with my iphone

Omer Mushahwar :

Do you have blank contact in your iphone?

Customer :

no

Omer Mushahwar :

If you look in your event viewer do you see any errors related to outlook?
to get to your event viewer open your control panel and click administrative tools and open event viewer

Customer :

I can't see anything in the event viewer regarding outlook

Omer Mushahwar :

Ok Sorry had to step away for a second

Customer :

no probs

Omer Mushahwar :

Now one thing you can try is this create a PST File

Customer :

I've heard of this but don't know how to do it

Omer Mushahwar :

To do this do the following

  1. On the File menu, point to New, and then click Outlook Data File.

For compatibility with earlier versions of Outlook, under Types of storage, click Microsoft Outlook 97-2002 Personal Folders File (.pst), and then click OK.

  1. In the File name box, type a name for the file, and then click OK.
  2. In the Name box, type a display name for the .pst folder.
  3. Select any other options you want, and then click OK.

    I would leave the password XXXXX
Omer Mushahwar :

now once you have this file it should show up in outlook with either the name you give it or Personal folders

Omer Mushahwar :

wait sorry about that

Omer Mushahwar :

I think i copied in the wrong steps thats for 2003 outlook one second

Omer Mushahwar :

let me open my notes

Omer Mushahwar :

Sorry about that

Omer Mushahwar :

heres how to do it in 2007

Omer Mushahwar :

1. Click File and select Data File Management.

2. Under the Data Files tab, click Add.

3. Select the desired type of data file.

4. Click OK.

5. In the new window, browse to the location that the file will be saved.

6. In the File name box, type the name for file.

7. Click OK.

8. In the Create Microsoft Personal Folders dialog box, type the name that will be displayed in Outlook for the data file in the Name box.

9. Click OK.

10. Click the Close button in the Account Settings dialog box.

Omer Mushahwar :

Let me know when you get this far

Customer :

I've done that now

Omer Mushahwar :

Ok Not try moving the blank contacts into the pst

Omer Mushahwar :

sorry should say ok Now try

Customer :

how?

Omer Mushahwar :

You should be able to be in your contacts and simply drag them into the pst file in outlook

Customer :

there are no blank contacts in the 'contact view' in outlook

Customer :

only in the address book

Omer Mushahwar :

One second

Omer Mushahwar :

What type of email account is your outlook synced with? IE what is after the @ symbol hotmail gmail ...

Customer :

ntlworld.com

Omer Mushahwar :

ok

Customer :

I'm about to change provider in two days which is why I'm trying to rationalise my address book.

Omer Mushahwar :

I hear ya, now your outlook address book should be all the names contained that your outlook contacts has essentially unless you use a third party address book?

Customer :

yes all the names in the address book are the same as in my contacts. but there are no blank entries in contacts - only in the address book.

Omer Mushahwar :

Understood give me just a second I wanted to make sure you didnt have any third part Address book

Omer Mushahwar :

Essentially what you need to do is reset the address book. However the only way to really do it is basically create a new outlook profile and restart the address book service

Omer Mushahwar :

this in essence recreates your address book based off your contacts

Omer Mushahwar :

Another thing you can try instead of recreating your outlook profile its to remove the address book service

Customer :

Is this an involved process? how long will that take to do?

Omer Mushahwar :

To remove the service?

Omer Mushahwar :

go to Tools-> E-mail Accounts-> option View or change existing directories or address books-> button Next
you should then be able to remove the service

Omer Mushahwar :

once you do

Omer Mushahwar :

Shutdown outlook and restart outlook

Customer :

If I remove the address book service will outlook still work the same and will it still synchronise with my i phone?

Omer Mushahwar :

Well essentially

Omer Mushahwar :

you are going to remove it

Omer Mushahwar :

and then add it back on

Omer Mushahwar :

this will basically recreate the address book

Omer Mushahwar :
  1. To do this go to Tools-> E-mail Accounts-> option View or change existing directories or address books-> button Next
    click the Add… button
  2. select Additional Address Books and click Next
  3. choose Outlook Address Book and click Next
  4. You’ll be prompted that you must close and restart Outlook for changes to take effect
  5. Press OK and close and restart Outlook
  6. The service is now added
Omer Mushahwar :

now if after you add it back on you still have the blank spaces we will have to remove it once more and then delete a file and then readd it

Customer :

will i have to enter each address manually or does the address book populate itself once re-added?

Omer Mushahwar :

The address book should auto populate off your contacts in outlook

Omer Mushahwar :

and as far as the iphone it should simply sync with your contacts not your address book

Customer :

ok i'll give it a go.

Omer Mushahwar :

If the contacts are not auto entered you can make any Contacts folder (so even the addtitional ones you may have made yourself already) show in the Address Book. To do so rightclick the Contacts folder and choose Properties-> tab Outlook Address Book-> select option Show this folder as an e-mail Address Book.

You should now be able to select Contacts by using the Address Book.

Omer Mushahwar :

I have to step away from my computer for about an hour but when you reply I will get an email on my iphone and be able to check it and responed that way just wanted to let you know if you see me going offline that is why

Omer Mushahwar :

but i should be able to responded quickly

Omer Mushahwar :

So let me know if you are having any issues and Ill be back on line asap to help you

Customer :

I cant find this bit:- E-mail Accounts-> option View or change existing directories or address books->

Omer Mushahwar :

You click on tools you do see email accounts?

Customer :

yes i now have seven tabs at the top of this box , the e-mail accounts are in the middle,

Customer :

and i have a change folder button at the bottom

Omer Mushahwar :

One second let me open outlook

Omer Mushahwar :

It should be Under Directory, select View or change existing directories or address books, and then click Next.

Customer :

i have 1. e-mail, 2.Data files, 3. rss feeds, 4.share point lists, 5. internet calendars, 7.Address books

Customer :

which tab do i click?

Omer Mushahwar :

Ok sorry was looking at the wrong version click on the address books tab

Omer Mushahwar :

You are then going to want to remove the address book

Customer :

ok

Omer Mushahwar :

Im sorry about the confussion I had both version open but was looking at the wrong one

Omer Mushahwar :

once you remove it

Omer Mushahwar :

you are then going to add in a new address book

Omer Mushahwar :

essentially recreating it

Omer Mushahwar :

for the type of address book Outlook Address Book

Customer :

I have an option to either change or new the delete option is not available.

Customer :

change or new?

Omer Mushahwar :

Create a new one

Omer Mushahwar :

So you couldnt delete the current one that was there?

Customer :

its asking me to choose the type of address book , 1. ldap internet directory service or 2.additional address books

Customer :

which one?

Omer Mushahwar :

additional

Omer Mushahwar :

we can make it the primary later

Customer :

no i couldn't delete the the one that was there.

Omer Mushahwar :

once the address book is created we will have to restart outlook before using it

Customer :

it now asks for either mobile or outlook address book , I clicked on outlook it says' this address book cannot be specified twice.

Omer Mushahwar :

Let me ask you this on your vista did you use windows easy transfer to transfer your information over to this computer

Omer Mushahwar :

Essentially the only time you get the error from what I seen is from a corruption in the profile and in which case the suggestion is usually to recreate your outlook profile from scratch

Customer :

we tried this way but my old computer was xp and my old e-mail client was outlook express.

Customer :

i had to call someone to do it for me

Omer Mushahwar :

ah

Omer Mushahwar :

That would explain why you have some blank entries that are not in your contacts but just your address book

Omer Mushahwar :

could be some corruption in the transfer

Customer :

so are they there for good or do they disappear when we switch outlook back on?

Omer Mushahwar :

well they are in that particular address book

Omer Mushahwar :

essentially setting up a new email profile in outlook and reconnecting it to your account would create a new address book for the new profile and would only link to your current contacts and now have the corruption

Omer Mushahwar :

not have the corruption that is

Customer :

sounds good - what now?

Omer Mushahwar :

Ok do you have things setup in outlook like tasks and calendar and things like that?

Omer Mushahwar :

we may need to export some data out so that we can import it to your new profile

Customer :

yes

Customer :

but only what is synched from my phone

Omer Mushahwar :

ok before we get into this lets try one thing

Omer Mushahwar :

Go back into the tools account settings and look for the path of the current address book do it tell you were its located?

Customer :

In the data section it gives a location for outlook address book .pst

Omer Mushahwar :

can you tell me where it says its located

Omer Mushahwar :

Essentially what I would like you to try is this

Omer Mushahwar :

Close outlook

Customer :

C:\Users\Roy\AppData\Local\Microsoft\Outlook\Outlook address book.pst

Omer Mushahwar :

Go to the location of the file

Omer Mushahwar :

Copy it to your desktop

Omer Mushahwar :

then delete the file in that folder

Omer Mushahwar :

and open outlook

Omer Mushahwar :

Outlook should try and recreate it

Omer Mushahwar :

however i want you to have a copy on your desktop incase it doesnt

Omer Mushahwar :

please do the above with outlook closed

Customer :

i cant find the file !I typed the address into the search on the start menu and it says file not found

Omer Mushahwar :

C:\Users\Roy\AppData\Local\Microsoft\Outlook

Omer Mushahwar :

try just pasting that it

Omer Mushahwar :

dont go to the specific file itself

Omer Mushahwar :

Appdata is a hidden folder

Customer :

where do i paste it

Omer Mushahwar :

click start/windows icon

Omer Mushahwar :

then click run

Omer Mushahwar :

or paste it in the search area in the start menu

Customer :

i pasted it in the search area and clicked return - it said no items match your search

Omer Mushahwar :

go then go to your c drive

Omer Mushahwar :

open the users folder

Omer Mushahwar :

open Roy

Omer Mushahwar :

do you see an appdata folder

Customer :

yes

Omer Mushahwar :

open the appdata folder

Omer Mushahwar :

do you see local folder

Omer Mushahwar :

if so open that

Omer Mushahwar :

and so on

Customer :

i opened the local folder

Omer Mushahwar :

until you get to the desired C:\Users\Roy\AppData\Local\Microsoft\Outlook

Omer Mushahwar :

once in local open microsoft

Omer Mushahwar :

then open outlook

Omer Mushahwar :

do you see the file

Customer :

i have outlook.pst, archive.pst, outlook address book pst

Omer Mushahwar :

ok leave outlook and archive alone

Omer Mushahwar :

copy the outlook address book to your desktop

Omer Mushahwar :

then delete it

Omer Mushahwar :

then open outlook and we will see if it recreates your address book

Customer :

it opens and says it cannot find outlook address book -takes me to a dialog box to create address book

Omer Mushahwar :

Ok good go through the process to create it

Customer :

i did this , opened the address book and it still has the 15 blank contacts

Omer Mushahwar :

Ok in outlook do you have more than one set of contact lists?

Omer Mushahwar :

The address book should only pull from your contacts at this point

Customer :

i have a contact list and then groups - but all the contacts in the groups come from the contact list

Omer Mushahwar :

now when you pick your address book can you also simply pick your contacts so you dont see the blanks?

Omer Mushahwar :

When you click on TO in an email to select an address in the drop down from address can you simply click outlook contacts

Omer Mushahwar :

and do you still see the blanks

Omer Mushahwar :

The issue I have is that your address book is working its just a matter of finding out what is adding in the blanks sinc ethey are not in your contacts

Omer Mushahwar :

Basically where it says show names from change it from outlook address book to contacts

Customer :

yes when I use the drop down address when creating an e-mail, the blanks are still there at the top of the address book

Omer Mushahwar :

ok what I am saying is click on TO in the box that opens you probably see that says show names from in the right corner

Customer :

ok i see it now it is selected to contacts

Omer Mushahwar :

and when its selected to contacts the blanks are gone correct

Customer :

no

Omer Mushahwar :

so you see the blanks when you are on contacts as well as when you are on outlook address book

Customer :

on outlook address book it says no entries in this address book

Omer Mushahwar :

ok then the blanks Should also be in your Contacts as that Contacts is only show what is in your actual contacts

Customer :

i can't see them

Omer Mushahwar :

it may depend on what you have your contacts sorted by

Omer Mushahwar :

in outlook

Omer Mushahwar :

are they sorted alphabetically

Customer :

yes

Omer Mushahwar :

now when you go to your contacts do you see anything that just looks like a grey rectangle before you see what that has a name in it

Customer :

all of them have arectangle with a picture of a persons head

Omer Mushahwar :

Let me ask you this question you said you have some distribution lists? (or groups) how many of those are in your contacts and do you see those when you click on to?

Customer :

the groups are colour coded in contacts and they appear individually in the address book when i'm searching for a name

Omer Mushahwar :

Just wanted to make sure they showed up correctly

Omer Mushahwar :

Full Size Image

Omer Mushahwar :

do you see something similar to this

Omer Mushahwar :

just with nothing filled out?

Omer Mushahwar :

not even email addresses

Omer Mushahwar :

in the search do you have the button for name only selected or do you have more colomuns selected

Omer Mushahwar :

you may need to expand out the box so you see other columns

Customer :

Name only

Customer :

i think i've found something here

Omer Mushahwar :

Alright

Omer Mushahwar :

whats going on?

Customer :

i found some my contacts were duplicated several times and didn't have anything in the file as part . I deleted these and my blank entries list got smaller!

Omer Mushahwar :

That could very well be what is going on

Omer Mushahwar :

So how many blanks do you have now

Omer Mushahwar :

The next option would have been to export all your contacts, and then delete in outlook and reimport

Omer Mushahwar :

But if removing duplicates clears the issue you should be good once you go through and find them all

Customer :

I looked through and found all the duplicates with nothing in the file as column, and the blank entries have disappearde

Omer Mushahwar :

Thats great so now your all your blank entries have been cleared

Customer :

thanks very much looked like its fixed now!

Omer Mushahwar :

You are more than welcome

Omer Mushahwar :

Im glad we could work together to find you a solution

Customer :

I'll click accept and let you get on your way

Omer Mushahwar :

thanks for using just answer.com

Omer Mushahwar :

have a good day






Omer, Information Systems Manager
Category: Computer
Satisfied Customers: 309
Experience: MCSE Certified , Degree in CMIS Computer information Systems, 7 years of work in the IT Field
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