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If you use your Access database with contacts who are in your Outlook, you can create a Link Table that will pull in your contacts. If you make any changes in Access, you can have them reflect in your Outlook as well. To do this, I will go to my External Data ribbon and in the Import & Link group, I will choose More and near the bottom there is Outlook Folder. I have two choices, if this is going to be a one time import, I will choose the first option, or if I would like to create a live link between the two, I will chose the third option. That's what I am going to do right now and I will click OK.
Now it asks me, where I want to get the data, and I will click the plus sign to the left of Outlook Address Book and then Contacts, then I will click Next. Now, it wants me to name my table. And just for clarity, I am going to tell it Outlook Contacts. I am going to leave that check mark alone and click Finish. It gives me a message telling me that it's succeeded so I will click OK. And now when I look in the navigation pane, I have a new table for Outlook Contacts. When I double-click to open it, there is everything that Outlook tracks.
Now I am always going to use this list in alphabetical order by last name so I am going to change the sort order on the last column and Sort it from A to Z. and then I will immediately save that change. Now let's test the Live Link. Let's say I find out that Stacie Charles actually spells her name without an e, I will make the change and then click off of it. Now when I go to Outlook, I can see that the change occurred immediately. This works in the reverse as well. If I double-click on Stacie's contact, and I change it back to Stacie, and Save and Close.
Now when I go back to Access, I don't see the change immediately, I do have to close the table, I will right-click on the Tab and close it and then when I open it again, the change will be made. Now here is a little bit of troubleshooting for you. Sometimes, when I change a record and I click off of it, I might get a deleted, deleted, deleted message. Don't worry if that happens, that's just because when you've changed the name here, you have broken the link between the two. As soon as I close the table, and open it up again, the change will be refreshed.
Creating a linked Outlook contact table allows you to use all the power and abilities of Access while working with your Outlook data.
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