Can I merge two Contact lists from separate inboxes?

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  1. Posts : 12
    10
       #1

    Can I merge two Contact lists from separate inboxes?


    I have two inboxes in my Outlook and id like to do two things:

    1. Merge the two
    2. Have all new contacts that I choose to save, default save to this merged list

    Is this possible?

    Thanks in advance.
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  2. Caledon Ken's Avatar
    Posts : 24,153
    Windows 10 Pro x64 Version 2004
       #2

    Hi kwitel

    When you say Outlook do you mean outlook.com or Office Outlook 20xx (365).

    Most web based mail accounts will allow you to export and import contacts. I like gmail contacts for merging and managing duplicates but Outlook.com also has a function called Clean up contacts although from a quick read it doesn't delete contacts more it links them together.

    What I've done in the past. Export my contacts from both email accounts to CSV files so I have a backup of both as they are today. Always start with backing things up.

    Then I delete my gmail contacts. Then I import file 1 and then import file 2. Run the "Duplicates" function in gmail and clean up list. Then export the gmail contacts to a CSV file as my new "Book of record".

    Then delete the contacts in the account I want to use as my main mail account and then import my new "Book of record" created from gmail.

    Obviously there is some risk in the above as not all web based mail products are equal. I would first proved that your primary web based email account can import CSV files successfully. It is very important to ensure a csv file can be imported and that all the appropriate fields are included. (B-Day, Notes, Job titles, the ones you need)

    I would create a new gmail account, create a new contact with appropriate test fields and then export that to a file. Import this test file with one contact into primary web based email account and confirm success.

    Within Office Outlook 20xx (365) you can also import contacts. It looks like it also provides basic duplicate functionality although I have not used so I will let another member discuss its merits / shortcomings and process.

    You said you wanted to selectively save contacts. While this is not possible using the automation I guess you could pre-edit the CSV file before importing. CSV files can be read / edited in most spreadsheets. Do not alter the file extension. I think to be safe I would skip this. Merge the files and then delete contacts you don't want using standard contact functionality within email.

    As your contact lists could be extensive it is really important to backup and test processes before actually doing. I would not want to re-key my contact list from a CSV file.


    Ken
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  3. Posts : 12
    10
    Thread Starter
       #3

    Caledon Ken said:
    Hi kwitel

    When you say Outlook do you mean outlook.com or Office Outlook 20xx (365).

    Most web based mail accounts will allow you to export and import contacts. I like gmail contacts for merging and managing duplicates but Outlook.com also has a function called Clean up contacts although from a quick read it doesn't delete contacts more it links them together.

    What I've done in the past. Export my contacts from both email accounts to CSV files so I have a backup of both as they are today. Always start with backing things up.

    Then I delete my gmail contacts. Then I import file 1 and then import file 2. Run the "Duplicates" function in gmail and clean up list. Then export the gmail contacts to a CSV file as my new "Book of record".

    Then delete the contacts in the account I want to use as my main mail account and then import my new "Book of record" created from gmail.

    Obviously there is some risk in the above as not all web based mail products are equal. I would first proved that your primary web based email account can import CSV files successfully. It is very important to ensure a csv file can be imported and that all the appropriate fields are included. (B-Day, Notes, Job titles, the ones you need)

    I would create a new gmail account, create a new contact with appropriate test fields and then export that to a file. Import this test file with one contact into primary web based email account and confirm success.

    Within Office Outlook 20xx (365) you can also import contacts. It looks like it also provides basic duplicate functionality although I have not used so I will let another member discuss its merits / shortcomings and process.

    You said you wanted to selectively save contacts. While this is not possible using the automation I guess you could pre-edit the CSV file before importing. CSV files can be read / edited in most spreadsheets. Do not alter the file extension. I think to be safe I would skip this. Merge the files and then delete contacts you don't want using standard contact functionality within email.

    As your contact lists could be extensive it is really important to backup and test processes before actually doing. I would not want to re-key my contact list from a CSV file.


    Ken
    Ken-

    I appreciate the comprehensive reply but I am hoping there might be a more simple solution for what I am looking to do.
    To clarify:

    I am using Outlook 2016 via 365.
    I have two email folders and thus, two address books.
    I would like both email addresses to default to just one of the address books.

    Is this possible?
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  4. Caledon Ken's Avatar
    Posts : 24,153
    Windows 10 Pro x64 Version 2004
       #4

    So I think there are two things you want to do here.

    One, merge the address books.

    Two, set the address book look up to reference that book


    Yes and yes.

    As I said you can import contacts in Outlook. I haven't used that functionality as I like like gmail for its duplicate processing.

    On my outlook I set one account to be my default data file. This is access through Account Settings (File > Account Settings > Account Settings > Data Files tab.

    Then assuming you have your ribbon open, right under the Search people box should be Address Book. When you click that yoou will see a box in which you can set as the book to search.
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  5. bro67's Avatar
    Posts : 8,346
    Mac OS Catalina
       #5

    Yes, just group those contacts that you want to merge into one contact group either on the local Contacts or in one of the accounts in the Desktop Outlook app. How to merge Outlook contacts and prevent duplicates in Outlook 2016, 2013, 2010
      My Computers


  6. Posts : 12
    10
    Thread Starter
       #6

    bro67 said:
    Yes, just group those contacts that you want to merge into one contact group either on the local Contacts or in one of the accounts in the Desktop Outlook app. How to merge Outlook contacts and prevent duplicates in Outlook 2016, 2013, 2010
    Thanks but every time I save a contact, its defaulting to the old group.
    How do I change the default "save to" group from one group to another? (
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  7. Posts : 12
    10
    Thread Starter
       #7

    Hello all-just following up o my last post above as I still have not found a solution.

    Assuming I cannot have the contacts from all my email address default to one address book, can I somehow move/copy and paste the categories from one address book over to another?
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  8. Caledon Ken's Avatar
    Posts : 24,153
    Windows 10 Pro x64 Version 2004
       #8

    I have three email accounts in my 2013 and they all go to one address book.

    Click address book in your Ribbon. A window should open. The first line starts with "Search". To the right is "Address Book". Select the address book where you combined the names.
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  9. Posts : 12
    10
    Thread Starter
       #9

    Caledon Ken said:
    I have three email accounts in my 2013 and they all go to one address book.

    Click address book in your Ribbon. A window should open. The first line starts with "Search". To the right is "Address Book". Select the address book where you combined the names.
    Thanks Ken but Im not sure I follow.

    I did just that...but what do you mean by "where you combine the names?"

    How does one do that exactly?
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  10. Caledon Ken's Avatar
    Posts : 24,153
    Windows 10 Pro x64 Version 2004
       #10

    Way back at the start I told you how I combine address lists.

    I think jimbo told you how to do it within Outlook.

    Let me try it this way.

    Is it you can't combine the lists or you can't get Outlook to look at that list as a default?
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