How best to cut down number of contact to sync to your phone

  • Thread starter Peter Noon lives on
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Peter Noon lives on

I've got a lot of contacts (more than 1,000) in Outlook 2007 but there are
too many to sync onto my car's hands free kit.

Easy thought I. I'll just archive some contacts away - I want to keep the
details but don't use them everyday. Wrong! There's no archiving of contacts
(Why I wonder?).

So any bright ideas as to who I can restrict the number of numbers I sync to
my Win Mo 6.1 Smart Phone (HTC Touch Pro 2) without losing access to the data
on my PC?

Can I do this with catagories? Or can I create a second contact folder - in
which case how do I make sure that I sync the right folder to my smart phone?

All (helpful) suggestions welcome - and thanks in advance.
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
Outlook does not archive contacts because archiving is date based - you'd
lose all your older contacts in an archive process. Create a new folder and
move the ones you don't need on the car into it. ActiveSync can't sync
subfolders so they will still be accessible in outlook and for email.

AFAIK, you can't sync by category with activesync, but you should check with
the activesync group on this server to be sure (its been a few years since I
used windows mobile and I could be remembering wrong) -
http://www.microsoft.com/communities/newsgroups/en-us/default.aspx?dg=microsoft.public.pocketpc.activesync

"Peter Noon lives on" <Peter Noon lives on> wrote
in message news:CA135AAF-7459-487D-8702-F5EC3E83F045@microsoft.com...
> I've got a lot of contacts (more than 1,000) in Outlook 2007 but there are
> too many to sync onto my car's hands free kit.
>
> Easy thought I. I'll just archive some contacts away - I want to keep the
> details but don't use them everyday. Wrong! There's no archiving of
> contacts
> (Why I wonder?).
>
> So any bright ideas as to who I can restrict the number of numbers I sync
> to
> my Win Mo 6.1 Smart Phone (HTC Touch Pro 2) without losing access to the
> data
> on my PC?
>
> Can I do this with catagories? Or can I create a second contact folder -
> in
> which case how do I make sure that I sync the right folder to my smart
> phone?
>
> All (helpful) suggestions welcome - and thanks in advance.


 
B

browniebodrum

My two previous iPAQ PDAs running Activesync used to allow you to select the
Contacts you wanted to sync by selecting their Category but now I'm using a
Sprint HTC Mogul 6800 phone with Windows Mobile 6.0, you don't get this
option - it's all or none. The iPAQ happily handled over 3000 contacts but
Sprint advised me not to try syncing more than 500 with the Mogul otherwise
it grinds to a halt. It also takes three minutes to search for a text string
in 500 contacts, whereas the PDA's could both search over 3000 in no more
than 17 seconds... As Diane suggests, in Outlook I've moved all the contacts
I don't think I NEED on the phone, to a Temp Contacts subfolder in Outlook,
but I regularly find that I've put one in there that I need to look at while
I'm out and about, on the Mogul, even if I don't actually need to phone the
person. Also, in Outlook, if I look someone's contact details up from their
email address in an email they've sent me, and they are in the Temp Contacts
folder, Outlook doesn't find them. I have to open another window and search
myself for the contact and then maybe move it to the main Contacts folder if
I think it's going to be back in regular use. I was told it's a shortcoming
of the phone, not the mobile operating system. One thing to watch out for,
though, which I didn't notice until it was too late - my phone TRUNCATES the
'Notes' field of contacts, and so if I add some new text to that field
(typically at the top of the note field, so I can always see the latest
information) anything that was previously truncated off the bottom gets lost
- only the truncated text is synced next time you connect.

"Diane Poremsky [MVP]" wrote:

> Outlook does not archive contacts because archiving is date based - you'd
> lose all your older contacts in an archive process. Create a new folder and
> move the ones you don't need on the car into it. ActiveSync can't sync
> subfolders so they will still be accessible in outlook and for email.
>
> AFAIK, you can't sync by category with activesync, but you should check with
> the activesync group on this server to be sure (its been a few years since I
> used windows mobile and I could be remembering wrong) -
> http://www.microsoft.com/communities/newsgroups/en-us/default.aspx?dg=microsoft.public.pocketpc.activesync
>
> >

>

>

>
>

>

>
>

>

>
>

>

>

>
>
> "Peter Noon lives on" <Peter Noon lives on> wrote
> in message news:CA135AAF-7459-487D-8702-F5EC3E83F045@microsoft.com...
> > I've got a lot of contacts (more than 1,000) in Outlook 2007 but there are
> > too many to sync onto my car's hands free kit.
> >
> > Easy thought I. I'll just archive some contacts away - I want to keep the
> > details but don't use them everyday. Wrong! There's no archiving of
> > contacts
> > (Why I wonder?).
> >
> > So any bright ideas as to who I can restrict the number of numbers I sync
> > to
> > my Win Mo 6.1 Smart Phone (HTC Touch Pro 2) without losing access to the
> > data
> > on my PC?
> >
> > Can I do this with catagories? Or can I create a second contact folder -
> > in
> > which case how do I make sure that I sync the right folder to my smart
> > phone?
> >
> > All (helpful) suggestions welcome - and thanks in advance.

>

 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
Do you have the temp contacts folder enabled as an address book? If it is
enabled and also set to be searched, it should find the contact when you
click on an address. (open the Address book dialog, go to its tools,
options - the temp contacts folder should be listed in the lower field.)

"browniebodrum" <browniebodrum> wrote in message
news:DC9C649B-2082-4651-B78E-B0CC760BB603@microsoft.com...
> My two previous iPAQ PDAs running Activesync used to allow you to select
> the
> Contacts you wanted to sync by selecting their Category but now I'm using
> a
> Sprint HTC Mogul 6800 phone with Windows Mobile 6.0, you don't get this
> option - it's all or none. The iPAQ happily handled over 3000 contacts
> but
> Sprint advised me not to try syncing more than 500 with the Mogul
> otherwise
> it grinds to a halt. It also takes three minutes to search for a text
> string
> in 500 contacts, whereas the PDA's could both search over 3000 in no more
> than 17 seconds... As Diane suggests, in Outlook I've moved all the
> contacts
> I don't think I NEED on the phone, to a Temp Contacts subfolder in
> Outlook,
> but I regularly find that I've put one in there that I need to look at
> while
> I'm out and about, on the Mogul, even if I don't actually need to phone
> the
> person. Also, in Outlook, if I look someone's contact details up from
> their
> email address in an email they've sent me, and they are in the Temp
> Contacts
> folder, Outlook doesn't find them. I have to open another window and
> search
> myself for the contact and then maybe move it to the main Contacts folder
> if
> I think it's going to be back in regular use. I was told it's a
> shortcoming
> of the phone, not the mobile operating system. One thing to watch out
> for,
> though, which I didn't notice until it was too late - my phone TRUNCATES
> the
> 'Notes' field of contacts, and so if I add some new text to that field
> (typically at the top of the note field, so I can always see the latest
> information) anything that was previously truncated off the bottom gets
> lost
> - only the truncated text is synced next time you connect.
>
> "Diane Poremsky [MVP]" wrote:
>
>> Outlook does not archive contacts because archiving is date based - you'd
>> lose all your older contacts in an archive process. Create a new folder
>> and
>> move the ones you don't need on the car into it. ActiveSync can't sync
>> subfolders so they will still be accessible in outlook and for email.
>>
>> AFAIK, you can't sync by category with activesync, but you should check
>> with
>> the activesync group on this server to be sure (its been a few years
>> since I
>> used windows mobile and I could be remembering wrong) -
>> http://www.microsoft.com/communities/newsgroups/en-us/default.aspx?dg=microsoft.public.pocketpc.activesync
>>
>> >>

>>

>>

>>
>>

>>

>>
>>

>>

>>
>>

>> or point
>> your
>>

>>
>>
>> "Peter Noon lives on" <Peter Noon lives on>
>> wrote
>> in message news:CA135AAF-7459-487D-8702-F5EC3E83F045@microsoft.com...
>> > I've got a lot of contacts (more than 1,000) in Outlook 2007 but there
>> > are
>> > too many to sync onto my car's hands free kit.
>> >
>> > Easy thought I. I'll just archive some contacts away - I want to keep
>> > the
>> > details but don't use them everyday. Wrong! There's no archiving of
>> > contacts
>> > (Why I wonder?).
>> >
>> > So any bright ideas as to who I can restrict the number of numbers I
>> > sync
>> > to
>> > my Win Mo 6.1 Smart Phone (HTC Touch Pro 2) without losing access to
>> > the
>> > data
>> > on my PC?
>> >
>> > Can I do this with catagories? Or can I create a second contact
>> > folder -
>> > in
>> > which case how do I make sure that I sync the right folder to my smart
>> > phone?
>> >
>> > All (helpful) suggestions welcome - and thanks in advance.

>>

 
B

browniebodrum

Thanks for the tip, Diane - it works a treat.

"Diane Poremsky [MVP]" wrote:

> Do you have the temp contacts folder enabled as an address book? If it is
> enabled and also set to be searched, it should find the contact when you
> click on an address. (open the Address book dialog, go to its tools,
> options - the temp contacts folder should be listed in the lower field.)
>
> >

>

>

>
>

>

>
>

>

>
>

>

>

>
>
> "browniebodrum" <browniebodrum> wrote in message
> news:DC9C649B-2082-4651-B78E-B0CC760BB603@microsoft.com...
> > My two previous iPAQ PDAs running Activesync used to allow you to select
> > the
> > Contacts you wanted to sync by selecting their Category but now I'm using
> > a
> > Sprint HTC Mogul 6800 phone with Windows Mobile 6.0, you don't get this
> > option - it's all or none. The iPAQ happily handled over 3000 contacts
> > but
> > Sprint advised me not to try syncing more than 500 with the Mogul
> > otherwise
> > it grinds to a halt. It also takes three minutes to search for a text
> > string
> > in 500 contacts, whereas the PDA's could both search over 3000 in no more
> > than 17 seconds... As Diane suggests, in Outlook I've moved all the
> > contacts
> > I don't think I NEED on the phone, to a Temp Contacts subfolder in
> > Outlook,
> > but I regularly find that I've put one in there that I need to look at
> > while
> > I'm out and about, on the Mogul, even if I don't actually need to phone
> > the
> > person. Also, in Outlook, if I look someone's contact details up from
> > their
> > email address in an email they've sent me, and they are in the Temp
> > Contacts
> > folder, Outlook doesn't find them. I have to open another window and
> > search
> > myself for the contact and then maybe move it to the main Contacts folder
> > if
> > I think it's going to be back in regular use. I was told it's a
> > shortcoming
> > of the phone, not the mobile operating system. One thing to watch out
> > for,
> > though, which I didn't notice until it was too late - my phone TRUNCATES
> > the
> > 'Notes' field of contacts, and so if I add some new text to that field
> > (typically at the top of the note field, so I can always see the latest
> > information) anything that was previously truncated off the bottom gets
> > lost
> > - only the truncated text is synced next time you connect.
> >
> > "Diane Poremsky [MVP]" wrote:
> >
> >> Outlook does not archive contacts because archiving is date based - you'd
> >> lose all your older contacts in an archive process. Create a new folder
> >> and
> >> move the ones you don't need on the car into it. ActiveSync can't sync
> >> subfolders so they will still be accessible in outlook and for email.
> >>
> >> AFAIK, you can't sync by category with activesync, but you should check
> >> with
> >> the activesync group on this server to be sure (its been a few years
> >> since I
> >> used windows mobile and I could be remembering wrong) -
> >> http://www.microsoft.com/communities/newsgroups/en-us/default.aspx?dg=microsoft.public.pocketpc.activesync
> >>
> >> > >>

> >>

> >>

> >>
> >>

> >>

> >>
> >>

> >>

> >>
> >>

> >> or point
> >> your
> >>

> >>
> >>
> >> "Peter Noon lives on" <Peter Noon lives on>
> >> wrote
> >> in message news:CA135AAF-7459-487D-8702-F5EC3E83F045@microsoft.com...
> >> > I've got a lot of contacts (more than 1,000) in Outlook 2007 but there
> >> > are
> >> > too many to sync onto my car's hands free kit.
> >> >
> >> > Easy thought I. I'll just archive some contacts away - I want to keep
> >> > the
> >> > details but don't use them everyday. Wrong! There's no archiving of
> >> > contacts
> >> > (Why I wonder?).
> >> >
> >> > So any bright ideas as to who I can restrict the number of numbers I
> >> > sync
> >> > to
> >> > my Win Mo 6.1 Smart Phone (HTC Touch Pro 2) without losing access to
> >> > the
> >> > data
> >> > on my PC?
> >> >
> >> > Can I do this with catagories? Or can I create a second contact
> >> > folder -
> >> > in
> >> > which case how do I make sure that I sync the right folder to my smart
> >> > phone?
> >> >
> >> > All (helpful) suggestions welcome - and thanks in advance.
> >>

 
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