Outlook DL Error

I have a user who has created a DL per his bosses request. This list will be shared with all of the director level and above and contains information that is not wanted in with the AD information as this will publish it for everyone to see. The list contains cell phone and home phone numbers as well as their office information (which AD contains the office information already, they are just wanting something more for the management team.

The problem I have is that the user has shared this with his boss, but when you open the list and double click on one of the names to see the information, it says "Could not find Contact "John Doe (email@address)". It may have been deleted or moved from its original location. Would you like to remove it from this list?" And my choices are Yes, No, Cancel. 

After reading posts on the internet about this error message, I should be able to click "Update Now" and fix it. The problem is, it doesn't. It only shows the name and email address of the person, but none of the other information is there.

I have created a .pst and attached it to my Outlook and it still does this.

Are there any ways of sharing this information with others of the management team so that they can see all of the information and not just the name and email address of the contact? Is there something I am missing?

Thanks,

Carter

June 4th, 2015 11:24am

Hi Carter,

How did the user share the distribution list with his boss? Did he forward the distribution list as an Outlook Contact? If this is the case, I'm afraid the error is the expected behavior. I've tested this with one of my colleagues, and I got the same error as yours.

Distribution Lists do not contain Contact Records. They contain a list of email addresses. When we forward a distribution list to someone, it doesn't mean we forward all contacts in the distribution list to the person.

If I've misunderstood something, please feel free to let me know.

Regards,

Steve Fan

Forum Support

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June 7th, 2015 10:38pm

Steve,

He originally tried it that way. I verified the results by forwarding/sharing it with myself, and got the same results. That was when I tried the .pst file, and the odd part is, anything not in the group, works as you would expect, showing all fields that were keyed in, but for some reason, once in the group, no such luck. Not to mention, we really don't want to have 60+ people out there with .pst files connected to the Outlook just for contacts. (Not to mention we are trying to get away from the old .pst files from before we were on Exchange.

Anyway...

Thanks for helping! :)

Carter

June 8th, 2015 7:58am

I guess I should ask, is there an easy way of doing this or is it going to be something where we are going to have to upload it onto each computer using a csv?

Carter

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June 9th, 2015 2:28pm

Thank you for the update, Carter. Please try creating the Distribution list by copying the email addresses and then pasting in to the DL. To do this, please follow:

1. Click New Email button to create a new email. Click To button and select the Distribution list you created before.

2. Click the plus sign before the DL to expand the list.

3. Copy all the email addresses in the To field.

4. Now, go to Contact. Click New Contact Group button to create a new DL.

5. Double-click the blank area under Name and Email columns to open the Select Members dialog.

6. Click in Members field and press Ctrl + V to paste all copies email addresses into the box.

7. Click OK. Save the DL.

Now, forward the new DL to one of your colleague, and then test the issue again.

Hope this helps.

Regards,

Steve Fan

Forum Support

June 9th, 2015 10:09pm

Steve,

This only creates the DL, it does not contain their cell numbers and home numbers, which is what they are wanting to show as well. Just not show to everyone on the network, just this group of people. Creating the DL wasn't the problem, it is showing the personal information to only the people the DL is shared with.

Thanks,

Carter

Free Windows Admin Tool Kit Click here and download it now
June 12th, 2015 8:34am

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