Outlook For Mac Not Remembering Email Addresses

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Outlook 2003 won't 'remember' contacts. I have a user that has this problem. When she opens Outlook and creates a new message and tries to begin typing in the name of a contact, Outlook doesn't automatically suggest the name she's typing. She has to manually enter the name, or select it from the global address book. Open Outlook and go to File Import and Export on the menu. Choose to “Import from another program or file” and hit Next. Choose to import “Tab Separated Values (Windows)” from the file type list. Choose the file to import from, and then choose to “Do not import duplicate items”.

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Outlook Auto-Complete for email contacts is usually a useful feature to save time and improve accuracy when sending email messages, but it can be frustrating when you expect a name to be there and it is not. There are several possible causes why Outlook may appear to have forgotten a name, most of which can be resolved with simple fixes.

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Name Not Previously Used

The Auto-Complete suggestion list consists of email contacts that you have previously used when sending email from the computer you are using. If you previously sent email to the contact from another computer, have only received email from the contact, or have added him to your Address Book but not sent email to him, his name will not appear in the Auto-Complete list. After the first time is it used, the name should start appearing in the list.

Name Removed

It is possible to delete individual names from the Auto-Complete list. Just create a new email, type enough of the recipient's name to bring up the list, and use the arrow keys to select the name to delete. Click the 'X' beside the name or press the 'Delete' key. Deleting names from the list does not remove them from the Address Book, nor does removing a name from the Address Book remove it from the Auto-Complete list. It is helpful to keep the list current, but it is possible to accidentally delete a name that is still used. Sending another email to the contact will add his name to the list again.

All Names Deleted

Outlook allows you to clear the entire list of remembered names. Click the 'File' tab, then click 'Options' and 'Mail.' Scroll down to Send Messages and click 'Empty Auto-Complete List.' If this has been done recently, there will not be any Auto-Complete suggestions until email messages are sent.

Auto-Complete Disabled

Auto-Complete is enabled by default, but it may have been disabled. To check this, click on the 'File' tab, then click 'Options' and 'Mail.' Scroll down to Send Messages. There is a check box for 'Use Auto-Complete List to suggest names when typing in the To, Cc and Bcc lines.' To enable Auto-Complete, ensure the box is checked.

New File Required

Larger businesses typically use Outlook with an Exchange Server. Home office and small business installations are usually standalone. To check your type of installation, click 'File' and 'Account Settings,' then look at the Type under the Email tab. POP/SMTP identifies a standalone installation. This section only applies if Outlook is installed as a standalone program.

If all settings are correct, but Outlook is still not remembering names, you may need to create a new file for storing the names. Make sure Outlook is not running. Locate the folder '%LOCALAPPDATA%MicrosoftOutlook' by using folder search or entering the folder name in the Address Bar of a Windows Explorer window. Right click the 'RoamCache' folder, click 'Rename', and rename the folder 'old_RoamCache'. Start Outlook, and it will automatically create the new folder for names for the Auto-Complete list.

Exchange Server Rules

If this installation of Outlook is using an Exchange Server, there may be rules on the server that affect the operation of the Outlook Auto-Complete feature. Aas with standalone installations, you may need to create a new file for storing the names, but the process is more complicated (see Resources).

About the Author

Timothy Smithee is a technical writer specializing in internal operating procedures for IT and manufacturing support. He has written for diverse publications including 'RV Lifestyle' and 'Everyman.' He holds a Bachelor of Arts in English literature from the University of Western Ontario and a Bachelor of Arts in film studies from Carleton University.

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Many clients have the ability to remember what addresses you have sent messages to, this is known as your auto-complete list. Sometimes you may enter the wrong address for a recipient or the recipient changes their address. The steps below will guide you through the process of either removing an address from this list or clearing the entire list.

Note: If you are experiencing an error indicating that no match is found or that the message cannot be sent because one of the addresses is invalid, clearing your Auto-Complete list could solve the issue.

More information about AutoComplete list.

Important: Your auto-complete list is not backed up. If you delete an entry or remove all entries from the auto-complete list, there is no way to recover this.

• Outlook on the web

  • Removing an address from your auto-complete list

    1. In Outlook on the web, click the New button to start composing a new email.
    2. In the To: field, start typing an email address.
    3. Click the 'X' which appears at the end of the auto-complete entry you want to delete.
    4. Type a few more characters of the email address and note that the auto-complete entry persists - if it persists, it may take up to 24 hours for the change to be reflected. Check back in 24 hours to see if it still appears.

    Note: There is not a way to clear the entire auto-complete list from Outlook on the Web. One must be on the desktop version of Outlook to have that feature.

• Outlook for Windows

  • Removing an address from your auto-complete list

    1. Open Outlook.
    2. Click the Mail tab on the bottom of the screen so you are viewing your mailbox.
    3. Click New Email.
    4. In the new e-mail window, start typing the address you want to remove in the To: field. When it appears, click the X button next to the address.

    Note: If you do not have the ability to delete an entry, then either the address is coming from the directory or your personal contacts. You cannot delete the entries from the directory but you can delete/update entries within your personal contacts (e.g. People).

    Clearing out the entire auto-complete list

    1. Open Outlook.
    2. Click the File tab at the top of the screen.
    3. Click Options.
    4. In the 'Outlook Options' window, click the Mail tab in the left hand pane.
    5. Scroll down to 'Send Messages' and click the Empty Auto-Complete List button.

• Outlook for Mac

  • Removing an address from your auto-complete list

    1. Open Outlook.
    2. Click the New Email button.
    3. In the new e-mail window, start typing the address you want to remove in the To: field. When it appears, click the X button next to the address.

    Note: If you do not have the ability to delete an entry, then either the address is coming from the directory or your personal contacts. You cannot delete the entries from the directory but you can delete/update entries within your personal contacts (e.g. People).

    Clearing out the entire auto-complete list

    Review Microsoft's support documentation.