Master Contact Database

[Jason Vance]

I work in a small office with about 10 people and we have about 5 different
places where duplicate contact information is saved. As you can imagine,
this makes integrity of information nearly impossible. We are trying to
simplify this by having one central location for ALL our contact information.
We would like this list to be the only thing that needs to be updated. It
seems like we should be able to use Access or Outlook Contacts or Excel, but
I am not sure how to link all of these to retrieve information from the same
place. Am i missing something? Or am i expecting too much out of these
programs? Is there ANY software that would allow us to do this? I'm sure we
aren't the only organization who has run into this difficulty, but i don't
know where to look for this information.

We have the Microsoft Windows Server 2003 for Small Business Server and the
Office 2003 suite as well. We have over 500 contacts in our Outlook Contacts
and about 50 distribution lists; we have all of this stored in a nice
Publisher format for printing purposes; we also have this all on an Excel
spreadsheet for use with a database and the web and for sorting; and we have
some of it stored in an Access database as well (i think an early failed
attempt to simplify). Please help us to get this information stored in one
place. Thanks!

 

[fikredeneke]

I work in a small office with about 10 people and we have about 5 different
places where duplicate contact information is saved.  As you can imagine,
this makes integrity of information nearly impossible.  We are trying to
simplify this by having one central location for ALL our contact information.
 We would like this list to be the only thing that needs to be updated. It
seems like we should be able to use Access or Outlook Contacts or Excel, but
I am not sure how to link all of these to retrieve information from the same
place.  Am i missing something?  Or am i expecting too much out of these
programs?  Is there ANY software that would allow us to do this?  I'msure we
aren't the only organization who has run into this difficulty, but i don't
know where to look for this information.  

We have the Microsoft Windows Server 2003 for Small Business Server and the
Office 2003 suite as well.  We have over 500 contacts in our Outlook Contacts
and about 50 distribution lists; we have all of this stored in a nice
Publisher format for printing purposes; we also have this all on an Excel
spreadsheet for use with a database and the web and for sorting; and we have
some of it stored in an Access database as well (i think an early failed
attempt to simplify).  Please help us to get this information stored inone
place.  Thanks!

There are multiple options, some free and others will charge you. I
take it you want it in a format that allows you to leverage existing
setups such as mailing lists, reports, etc... Let me tell you of some
options you have from various points of view.

1. Look for group based Contact Mgmt List software by searching
Goooge. If you just search for "contact management" the second result
is a program called Act 2009 which has been around for 15+ years.
Everyone would install the software locally and point to a central
database. You can link Excel/Access to if you need to, but many of
them have labeling capabilities for mailings and so forth.

2. Companies like SalesForce.com offer the ability to store contact
information and leverage as needed.

3. If you store all of your contacts in a Access file and put it on a
shared drive both Excel and other programs query against them. This is
a simple free solution.

4. If you store all of your contacts on a SQL server you can have
Excel, Access or other programs query against them. I would only do
this if you would like to consider storing future information in a
central database. This option is a bit expensive ($500-$900+).

5. LinkedIn.com and Plaxo.com - (This may work) If everyone uses
Outlook and they installed a piece of software that would synch their
contacts to a central server (for free) and everyone was signed into
the same account ([email protected]) everyone would synch the
same information. If anyone added a new contact everyone else would
get it on their Outlook Contacts. This method is a poor person's way
of doing it, but if it meets your needs why not. I synch my work
contact with both LindedIn and Plaxo to their central server and my
machine at home synches to the same account.

6. A bit more involved would be to keep those contacts in on your
email server in a Public folder that everyone contributed to.

 

[Jason Vance]

fikredeneke,

Thank you for your many solutions! We are a non-profit organization, so if
there is a free method to solve our problem, that sounds like the best route!
Based on your answers, I do have a couple more questions on answers 3 and 6
(the ones that seem the most feasible to me).

3. If we stored all of our contact information in an Access file, could we
point Excel and Outlook to check that database each time they try to access
the information (in effect, automatically updating). I know how to import
and export information from Excel, Access, and Outlook Contacts, but this
seems a bit cumbersome to do every time we change one contact.

6. Currently, we do have all our Outlook Contacts in a Public Folder that
we all use, but can I make Excel, Publisher, and Access pull data from this
contact list? Is there a way to have an active link to a field in the
Outlook Contacts (or from Access or Excel for that matter)?

Thanks again for your help and suggestions!

 

[fikredeneke]

fikredeneke,

Thank you for your many solutions!  We are a non-profit organization, so if
there is a free method to solve our problem, that sounds like the best route!
 Based on your answers, I do have a couple more questions on answers 3 and 6
(the ones that seem the most feasible to me).  

3.  If we stored all of our contact information in an Access file, could we
point Excel and Outlook to check that database each time they try to access
the information (in effect, automatically updating).  I know how to import
and export information from Excel, Access, and Outlook Contacts, but this
seems a bit cumbersome to do every time we change one contact.

6.  Currently, we do have all our Outlook Contacts in a Public Folder that
we all use, but can I make Excel, Publisher, and Access pull data from this
contact list?  Is there a way to have an active link to a field in the
Outlook Contacts (or from Access or Excel for that matter)?

Thanks again for your help and suggestions!

If I don't respond to your future questions please drop me an email as
I don't always have this app running. Glad to help.

3. If we stored all of our contact information in an Access file,
could we
point Excel and Outlook to check that database each time they try to
access
the information (in effect, automatically updating). I know how to
import
and export information from Excel, Access, and Outlook Contacts, but
this
seems a bit cumbersome to do every time we change one contact.

Somewhat. I can't speak for Outlook as I haven't connected OL to any
other source, but with Excel there is a better option than import/
export and that is to link directly to that data in real time. For
example, in Excel 2003 if you click on the menu bar then Data - Import
External Data - New Database Query you will have to type in a name
(ABC) then Pick the driver (Microsoft Access) and click Connect. Then
click Database and point to the Access file. You will be linking
directly to the Access file with live data. Once you save the Excel
file it will save the database info and whenever you open it and right-
click on a Cell which has data you can refresh and see the latest
information. I created a report for my managers with graphs and every
Monday they open the Excel file and refresh with all of the latest
data.

6. Currently, we do have all our Outlook Contacts in a Public Folder
that
we all use, but can I make Excel, Publisher, and Access pull data from
this
contact list? Is there a way to have an active link to a field in the
Outlook Contacts (or from Access or Excel for that matter)?

Good question, but I am not sure. I quickly did a Google search for
outlook query contacts and found the link below. What you want is to
be able to query Exchange with Excel, Publisher, and Access. I would
Google and see if you can find a tool that automatically does this or
if there is a ODBC drive for this.

http://weblogs.asp.net/whaggard/arc...outlook-contacts-from-my-web-application.aspx

 

[db]

the common denominator
for the contacts, access
and excel is the file format
cvs.

you can export the contacts
from the outlooks into a cvs
file, then delete the contacts.

after the data in the cvs is
cleaned up or merged with
other data, you can import
the cvs back into the outlooks.


--

db·´¯`·...¸><)))º>
DatabaseBen, Retired Professional
- Systems Analyst
- Database Developer
- Accountancy
- Veteran of the Armed Forces
- Microsoft Partner
- @hotmail.com
~~~~~~~~~~"share the nirvana" - dbZen

 

[Steve Rindsberg]

cvs --> csv (aka Comma Separated Value), no?

 

[Milly Staples [MVP - Outlook]]

You already have Microsoft Exchange with the SBS server. Set it up, then
use a Public Folder as a central Contacts Folder.

--
Milly Staples [MVP - Outlook]

Post all replies to the group to keep the discussion intact.
ALWAYS post your Outlook version.
How to ask a question: http://support.microsoft.com/KB/555375


After furious head scratching, Jason Vance asked:

| I work in a small office with about 10 people and we have about 5
| different places where duplicate contact information is saved. As
| you can imagine, this makes integrity of information nearly
| impossible. We are trying to simplify this by having one central
| location for ALL our contact information. We would like this list to
| be the only thing that needs to be updated. It seems like we should
| be able to use Access or Outlook Contacts or Excel, but I am not sure
| how to link all of these to retrieve information from the same place.
| Am i missing something? Or am i expecting too much out of these
| programs? Is there ANY software that would allow us to do this? I'm
| sure we aren't the only organization who has run into this
| difficulty, but i don't know where to look for this information.
|
| We have the Microsoft Windows Server 2003 for Small Business Server
| and the Office 2003 suite as well. We have over 500 contacts in our
| Outlook Contacts and about 50 distribution lists; we have all of this
| stored in a nice Publisher format for printing purposes; we also have
| this all on an Excel spreadsheet for use with a database and the web
| and for sorting; and we have some of it stored in an Access database
| as well (i think an early failed attempt to simplify). Please help
| us to get this information stored in one place. Thanks!

 

[Jason Vance]

db,

this sounds like a great "one time" solution, but not practical every single
time we update a single contact. Is there a way to have a Master csv file
that is actively linked to Outlook Contacts, Excel spreadsheets, and
Publisher?

 

[Jason Vance]

Milly,

We do currently use a Public Folder as a central Contacts folder in Outlook,
but we want to find a way to integrate that list of contacts into our other
formats. For instance, about 78 of our 500+ contacts are in Publisher in a
nice printable format, a different group is in an Excel spreadsheet, and
still another list is in an Access database. Is there anyway to get all of
our programs pulling information from the Public Folder Contacts so that
would be the only place we need to update data?

 

[fikredeneke]

Milly,

We do currently use a Public Folder as a central Contacts folder in Outlook,
but we want to find a way to integrate that list of contacts into our other
formats.  For instance, about 78 of our 500+ contacts are in Publisher in a
nice printable format, a different group is in an Excel spreadsheet, and
still another list is in an Access database.  Is there anyway to get all of
our programs pulling information from the Public Folder Contacts so that
would be the only place we need to update data?

Everything I read online shows it to be difficult to query a Public
Folder and I never really found a solution except maybe the product
below ($10), but it doesn't specifically say Public Folder. I think
your best bet is to store everything in Access and link Excel and
Publisher via ODBC to the Access file. I haven't used Publisher so see
if it has ODBC as an option. Similar steps as from my posting from
yesterday with Excel. Best of luck.

Also try searching Google for query public folder Exchange Excel.

http://www.esllc.com/esdb.html

 

[db]

it would be a wonderful
idea to have a centralized
contacts database that
is accessible by all ms
programs.

however, due to the lack of
connectivity by the outlook(s)
there is no easy method.

you might be able to make
a macro or create a visual
basic module and make the
management of the outlook
contact database a bit more
easier.

but you can ask at:

http://www.microsoft.com/office/community/en-us/FlyoutOverview.mspx#8


--
db·´¯`·...¸><)))º>
DatabaseBen, Retired Professional
- Systems Analyst
- Database Developer
- Accountancy
- Veteran of the Armed Forces
- @hotmail.com
"share the nirvana" - dbZen

~~~~~~~~~~~~~~~~~~

 

[db]

yes, thank you.

--
db·´¯`·...¸><)))º>
DatabaseBen, Retired Professional
- Systems Analyst
- Database Developer
- Accountancy
- Veteran of the Armed Forces
- @hotmail.com
"share the nirvana" - dbZen

~~~~~~~~~~~~~~~~~~

 

[fikredeneke]

it would be a wonderful
idea to have a centralized
contacts database that
is accessible by all ms
programs.

however, due to the lack of
connectivity by the outlook(s)
there is no easy method.

you might be able to make
a macro or create a visual
basic module and make the
management of the outlook
contact database a bit more
easier.

but you can ask at:

http://www.microsoft.com/office/community/en-us/FlyoutOverview.mspx#8

--
db·´¯`·...¸><)))º>
DatabaseBen, Retired Professional
 - Systems Analyst
 - Database Developer
 - Accountancy
 - Veteran of the Armed Forces
- @hotmail.com
"share the nirvana" - dbZen

~~~~~~~~~~~~~~~~~~

What about products like ACT 2009 Contact Manager that I mentioned the
other day. Since it is a dB I wonder if there is a ODBC driver for it.

 

[db]

it is a reasonable idea.

I haven't use act since
1995. however back then
it was a very good program
for our sales staff.

on the other hand I have worked
with many third party programs
that provide integration
with ms products and had
achieved phenomenal
results.

my suggestion is to contact
the act people and pose the
question if their product provides
integration with ms products
and if they provide a full feature
trial?

-------------

something to keep in mind with
third party software in that if you
upgrade your operating system,
you may also have to purchase
an upgrade to the third party ware
too.

it is difficult to estimate the cost
benefit for you from my end.

is it cheaper to purchase a third
party software like act or simply
sticking with what you already
have and try to build a work
around.

--

db·´¯`·...¸><)))º>
DatabaseBen, Retired Professional
- Systems Analyst
- Database Developer
- Accountancy
- Veteran of the Armed Forces
- Microsoft Partner
- @hotmail.com
~~~~~~~~~~"share the nirvana" - dbZen

 

[Jason Vance]

Fikredeneke,

Once again, thank you for your suggestions! Everything i've experienced
(since reading your suggestions to do a Database Query from Excel) has
matched what you found online (about it's difficulty anyway). It sounds like
we are SO close to a solution, but i cannot figure out how to set up the
query in Excel. I didn't want to start a completely new thread, but wondered
if this should really be asked in the Excel portion of this site. Any
suggestions are welcome!