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OL2002: How to Change the File As Field for All Contacts

This article was previously published under Q291144
SUMMARY
This article describes how to use a custom Outlook form and Visual Basic Scripting Edition (VBScript) to programmatically change the File As field for a large number of existing contacts.
MORE INFORMATION
IMPORTANT: If you change the format of the File As field by using the standard Outlook contact form, Outlook ensures that the format of this field does not affect other areas where this type of information is displayed (such as at the top of a contact when you view it in the Address Cards view). However, this example simply changes the File As field itself and therefore does not perform the same function as the Outlook contact form. Microsoft recommends that you make a copy of your contacts folder and then use the sample code below on the folder that you copied to ensure that the benefits of using this sample outweigh any potential shortcomings of this approach.

NOTE: When you change the File As field, the order in which the contacts appear in the Outlook Address Book is not affected.

Microsoft provides programming examples for illustration only, without warranty either expressed or implied, including, but not limited to, the implied warranties of merchantability and/or fitness for a particular purpose. This article assumes that you are familiar with the programming language being demonstrated and the tools used to create and debug procedures. Microsoft support professionals can help explain the functionality of a particular procedure, but they will not modify these examples to provide added functionality or construct procedures to meet your specific needs.
If you have limited programming experience, you may want to contact a Microsoft Certified Partner or Microsoft Advisory Services. For more information, visit these Microsoft Web sites:

Microsoft Certified Partners - https://partner.microsoft.com/global/30000104

Microsoft Advisory Services - http://support.microsoft.com/gp/advisoryservice

For more information about the support options that are available and about how to contact Microsoft, visit the following Microsoft Web site:http://support.microsoft.com/default.aspx?scid=fh;EN-US;CNTACTMSWhen you create a new custom Outlook form, you can change the File As field for all contacts to any of the following formats:
  • First Last
  • Last, First
  • Company
  • Last, First (Company)
  • Company (Last, First)

How to Design the Custom Form

  1. On the File menu, point to New, and then click Mail Message to open a new e-mail message.
  2. On the Tools menu of the new e-mail message, point to Forms, and then click Design This Form.
  3. Insert five Command buttons on the new form. To do this:
    1. Click the (P.2) tab to go to a blank page on the form.
    2. On the Form menu, click Control Toolbox, click CommandButton, and then drag the button to the blank form page.
    3. Right-click the new button, click Properties, and then type cmdLastFirst in the Name box.
    4. In the Caption box, type Last, First, and then click OK.
    5. In the Toolbox dialog box, click CommandButton, and then drag a second button to the blank form page.
    6. Right-click the new button, click Properties, and then type cmdFirstLast in the Name box.
    7. In the Caption box, type First Last, and then click OK.
    8. In the Toolbox dialog box, click CommandButton, and then drag a third button to the blank form page.
    9. Right-click the new button, click Properties, and then type cmdCompany in the Name box.
    10. In the Caption box, type Company, and then click OK.
    11. In the Toolbox dialog box, click CommandButton, and then drag a fourth button to the blank form page.
    12. Right-click the new button, click Properties, and then type cmdLastFirstCompany in the Name box.
    13. In the Caption box, type Last, First (Company), and then click OK.
    14. In the Toolbox dialog box, click CommandButton, and then drag a fifth button to the blank form page.
    15. Right-click the new button, click Properties, and then type cmdCompanyLastFirst in the Name box.
    16. In the Caption box, type Company (Last, First), and then click OK.
  4. Type the following Visual Basic Scripting Edition (VBScript) code. To do this:
    1. On the Form menu, click View Code to open the Script Editor.
    2. In the Script Editor, type or copy the following code:
      Option ExplicitDim strSortBySub cmdLastFirst_Click()   strSortBy = "LastFirst"   UpdateContactsEnd SubSub cmdFirstLast_Click()   strSortBy = "FirstLast"   UpdateContactsEnd SubSub cmdCompany_Click()   strSortBy = "Company"   UpdateContactsEnd SubSub cmdLastFirstCompany_Click()   strSortBy = "Last, First (Company)"   UpdateContactsEnd SubSub cmdCompanyLastFirst_Click()   strSortBy = "Company (Last, First)"   UpdateContactsEnd SubSub UpdateContacts()   Dim CurFolder   Dim MyItems   Dim MyItem   Dim NumItems, i   ' Use whichever folder is currently selected   Set CurFolder = Application.ActiveExplorer.CurrentFolder   ' Make sure it's a contact folder   If CurFolder.DefaultItemType = 2 Then      MsgBox "This process may take some time. You will be " & _      "notified when complete.", , "Contact Tools Message"      Set MyItems = CurFolder.Items      NumItems = MyItems.Count      For i = 1 to NumItems         Set MyItem = MyItems.Item(i)         ' Make sure it's not a distribution list in the folder         ' (really only applies to OL98 and OL2000)         If TypeName(MyItem) = "ContactItem" Then            Select Case strSortBy               Case "LastFirst"                  If MyItem.LastNameandFirstName <> "" Then                     MyItem.FileAs = MyItem.LastNameandFirstName                  Else                     MyItem.FileAs = MyItem.CompanyName                  End IF               Case "FirstLast"                  If MyItem.Subject <> "" Then                     MyItem.FileAs = MyItem.Subject                  Else                     MyItem.FileAs = MyItem.CompanyName                  End IF               Case "Company"                  If MyItem.CompanyName <> "" Then                     MyItem.FileAs = MyItem.CompanyName                  Else                     MyItem.FileAs = MyItem.LastNameandFirstName                  End IF               Case "Last, First (Company)"                  MyItem.FileAs = MyItem.LastNameAndFirstName                  If MyItem.CompanyName <> "" Then                     If MyItem.FileAs <> "" Then                        MyItem.FileAs = MyItem.FileAs & " (" & _                                        MyItem.CompanyName & ")"                     Else                        MyItem.FileAs = MyItem.FileAs & _                                  MyItem.CompanyName                     End If                  End If               Case "Company (Last, First)"                  MyItem.FileAs = MyItem.CompanyName                  If MyItem.LastNameandFirstName <> "" Then                     If MyItem.FileAs <> "" Then                        MyItem.FileAs = MyItem.FileAs & " (" & _                               MyItem.LastNameAndFirstName & ")"                     Else                        MyItem.FileAs = MyItem.FileAs & _                               MyItem.LastNameAndFirstName                     End If                  End If            End Select            MyItem.Save         End If           ' check TypeName      Next      MsgBox "Finished updating contacts."   Else      MsgBox "The current folder must be a contacts folder."   End If                 ' check contacts folder   Set MyItem = Nothing   Set MyItems = Nothing   Set CurFolder = NothingEnd Sub						
    3. On the File menu in Script Editor, click Close to return to the form.
    4. Click the Message page of the form.
    5. On the Form menu, click Display This Page. This hides the form page so that it does not appear when the form is used.
  5. Publish the form. To do this:
    1. On the Tools menu, point to Forms, and then click Publish Form As.
    2. Verify that next to the Look in button you see Personal Forms Library.
    3. In the Display name box, type a discriptive name for your new form (such as, Change File As fields), and then click Publish.
    4. When you are prompted to save the form definition with the item, click No.
    5. Close the message without saving it.

How to Use the Custom Form

To use your new form:
  1. Locate the Contact folder that you want to re-sequence.
  2. On the File menu, point to New, and then click Choose Form.
  3. Change the Look in box to Personal Forms Library, click your new form, and then click OK.
  4. Click the appropriate button to update the File As field.
REFERENCES
For additional information about available resources and answersto commonly asked questions about Microsoft Outlook solutions, click the article number below to view the article in the Microsoft Knowledge Base:
287530 OL2002: Questions About Custom Forms and Outlook Solutions
OfficeKBHowTo OutSol OutSol2002
Properties

Article ID: 291144 - Last Review: 11/23/2006 07:47:18 - Revision: 2.4

  • Microsoft Outlook 2002 Standard Edition
  • kbhowto KB291144
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