OL98: Contact's Journal Entries Lost When Importing or Exporting (180209)


The information in this article applies to:

  • Microsoft Outlook 98
This article was previously published under Q180209

SYMPTOMS

When importing or exporting contacts from one Personal Folder File (.pst file) into another, or when copying or moving contacts, any journal entries on a contact's Journal tab are lost.

CAUSE

When the contact is moved from one store to another, its internal identification number changes. This causes the contact to lose the link between it and the journal entry. Journal entries are not stored within the contact, but in the Journal folder. Changing to the journal page of the Contact does a lookup in the Journal folder to find matching journal entries. Since the internal identification number has changed, the lookup does not find anything.

RESOLUTION

Use either of these methods to resolve this problem.

View the Journal Entries by Contact

As an alternative to viewing the contact's journal tab, you can view the journal entries by contact in a tabular format and see the same information available on the journal tab. To do this, follow these steps:
  1. In the Journal folder, on the View menu, click Define Views and click New.
  2. Type a name for the new view, click Table in the Type Of View and then click OK.
  3. Click Fields to adjust the fields you wish to see, click Group By to group the entries by Contact, and then click OK.
  4. Click Apply View to view the journal entries by contact.

Add Instead of Importing a PST File

While it is not possible to import, export, copy, or move contacts without the journal entries associated with those contacts being lost, it is possible to retain these journal entries by adding a Personal Folder file to a profile instead.

Adding a Personal Folder file does not enable you to combine the contacts from one Personal Folder file with another, and may not be a viable solution. Adding a Personal Folder file will result in multiple Contacts folders unless you remove any Personal Folder files you are not using.

To Add a Personal Folder File

To add a Personal Folder file while running Outlook in Corporate/Workgroup (CW) mode, follow these steps:

  1. On the Tools menu, click Services and click Add.
  2. In the Available Information Services list, Click Personal Folders, and then click OK.
  3. Click to select the .PST file you want to add.
  4. Click Open, and click OK. The newly added Personal Folder file is now added to the list of folders. To view the list of folders, click Folder List on the View menu.
To add a Personal Folder file while running Outlook in Internet Mail Only (IMO) mode, follow these steps:
  1. On the File menu, point to New and click "Personal Folders File (.pst)."
  2. Type a name for the new personal folders file and click Create and OK.

To Remove Personal Folder Files

Use the following steps to remove any unwanted Personal Folder files while running Outlook in Corporate/Workgroup (CW) mode:
  1. On the Tools menu, click Services.
  2. Click to select the Personal Folder service you want to remove. NOTE: To verify you have selected the correct personal folders file for removal, click Properties to check its path and name.
  3. Click Remove and click Yes.
  4. Click OK to close the Services dialog box.
Use the following steps to remove any unwanted Personal Folder files while running Outlook in Internet Only (IMO) mode:

  1. Right-click the Personal Folders file and click "Properties for Personal Folders" on the shortcut menu.
  2. To verify you have selected the correct personal folders file for removal, click Advanced to check its path and name and then click OK and OK.
  3. Right-click the Personal Folders file again and click "Close personal Folders" on the shortcut menu.
Modification Type:MajorLast Reviewed:8/6/1999
Keywords:kbprb KB180209
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