Understanding Outlook FullName Parsing, FileAs and Sync’ing
This further expands the impact of the Outlook FullName and FileAs settings on how a contact’s individual “name” fields would get populated when entering a contact’s complete name into the FullName field instead of into the individual component parts (see FullName pitfalls to avoid). It can also have an impact on how this information is synced by the many sync programs that exist (either for mobile devices or other applications).
To set the stage – the examples are based on the following value being entered directly into the FullName contact field:
“Jim-Bob & Mary Ellen Walton” (without the quote marks)
How Outlook determines how to “parse” the field depends on the default FullName setting (from Outlook menu –> Tools –> Options –> Contact Options).
Simlarly, the FileAs field is considered a “derived” field in so much as Outlook will re-generate the FileAs value based on the values that make up the FileAs field as identified in the default FileAs setting for the contact)
- FirstName
- LastName
- CompanyName (if selected)
Just based on the fields that comprise the standard FileAs field, it is evident that if the FirstName and LastName are not parsed correctly (ergo – contain incorrect values) – then the FileAs field will similarly be incorrect.
The following are examples of what actually occurs with different default FullName and FileAs settings when creating a new contact:
[Settings: (F) = FirstName, (M) = MiddleName, (L) = LastName, (L1) = Last1, (L2) = Last2 ]
Scenario #1:
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Set Outlook default FullName = FML
Restart Outlook to ensure the above settings are in effect and enter “Jim-Bob & Mary Ellen Walton” into the FullName field.
Results:
FirstName = Jim-Bob & Mary
MiddleName = Ellen
LastName = Walton
If FileAs set as:
LF = Walton, Jim-Bob & Mary Ellen
FL = Jim-Bob & Mary Ellen Walton
Scenario #2:
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Set Outlook default FullName = LF
Restart Outlook to ensure settings are in effect
Results:
First = Ellen Walton
Middle =
Last = Jim-Bob & Mary
If FileAs set as:
LF = Jim-Bob & Mary, Ellen Walton
FL = Ellen Walton Jim-Bob & Mary
Scenario #3:
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Set Outlook default FullName = F L1 L2
Restart Outlook to ensure settings are in effect
First = Jim-Bob & Mary
Middle =
Last = Ellen Walton
If FileAs set as:
LF = Ellen Walton, Jim-Bob & Mary
FL = Jim-Bob & Mary Ellen Walton
* the difference between the (FML) and (FL1L2) settings can best be illustrated using a name containing 3 values
MyFirstName MyMiddleName MyLastName
If the FullName setting is set to (FML) – the values will be parsed to the correct individual fields. When set to (FL1L2), the MiddleName and LastName values are combined into the LastName field.
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The FileAs field
As mentioned earlier, the FileAs field is “typically” a “derived” field constructed from other individual fields (i.e. FirstName, LastName & Company). However, you can modify this field directly and depending on what exactly you enter, it can be turned into a custom FileAs field. If one of the proper 5 default formats is not followed, it becomes a “custom” FileAs field. The significance of that is that once the FileAs becomes a “custom” value, it will not automatically be updated if any of the underlying component elements is changed (i.e. LastName value is changed).
One other item to remember when modifying the FileAs field directly is that while you can enter a FileAs field that “looks” like a standard format <i.e. First Last (CompanyName)> – it will still become a “custom” FileAs field since Outlook does not retain the left/right brackets in the actual FileAs field – see FileAs Construct
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If the Outlook contact data is being sync’d and the results are not exactly what you expect, it is important to begin to understand how exactly the “sync” program works since Outlook is not involved in the “sync” process. Data sync’ing is controlled by the sync program you are using and there are no universal standards among the myriad of “sync programs” in existence. The values of the various fields can also have an impact on how each individual determines a “matching” contact between Outlook and the device/program being sync’d.
There are multiple ways any given program can update Outlook data and the method used impacts how different fields get changed. The techno details of the different methods is beyond the scope of this article but, in short, it involves whether the “sync” program invokes Outlook to perform the actual updates (most don’t) and if not, then it becomes a question of how the individual Outlook fields get updated which can have differing results performing what appears to be the “same” thing from one program to another.
Some of the differences can show themselves as a field being updated at the detail contact level but be blank when the same field is included in a given “contact view”. Another issue commonly reported is that the AddressBook sort settings are no longer accurately reflected.
In yet another case, two different sync suites from the same phone vendor produced different results
In the first case
– when adding contacts from the phone to Outlook – Email DisplayAs was included in the contact details but did not appear in the Phone List view (indicating that contacts are updated WITHOUT using Outlook)
In the second case
– when contacts were added from the phone to Outlook – Email DisplayAs appeared in BOTH the contact detail AND phone list view. However, it combined the FirstName and MiddleName into one – making the two individual fields the FirstName field in Outlook
There are countless sync programs both free and commercial so it’s a pretty safe bet they do not all work the same way. .
To stress, Outlook does not, in any way, control what happens when data is sync’d from any other source (mobile or otherwise).
Moral of story – ensure that your underlying Outlook data is properly entered. Second – make sure you always have a backup of “all things important” in case things don’t work exactly as expected – regardless of reason and regardless of whether or not one feels that things should have worked/be done differently.
Category: Understanding Outlook
