EMAIL ADDRESSES MISSING FROM AUTO-COMPLETE? TRY CHECK NAMES. – Outlook Tip #3
Outlook’s auto-complete feature saves typing when entering email addresses but it doesn’t always show the ones we expect. Combining it with Check Names usually gets us what we want.
Suppose I want to send a message to Bryn Hamilton. I enter ‘ha’ (the first two letters of his last name) in the To field.
What I get with auto-complete …
If I then click Check Names (or press Ctrl+k) …
Two different lists are used:
Auto-complete. accesses the hidden “nickname list” that Outlook automatically adds to over time from email addresses that you have used (and it sometimes uses the Address Book). It’s a convenience feature to make it easier but it’s hard to predict and doesn’t always give us what we’re looking for (and it can get corrupted).
Check Names is a command you can click to check addresses you’ve entered. It uses your Address Book or Contact folders designated as Address Books. It’s actually just a manual way to invoke the “Auto Resolve” checking that goes on when Outlook actually sends the email.
It’s surprisingly helpful. In Outlook 2003, look for on the Message Toolbar. In Outlook 2007, it’s on the Message Ribbon and looks similar.
It’s especially helpful when entering multiple addresses and much faster than using the To/CC dialogs. For example, in the To field I could type campbell; hamil; hayes ;gupta and after pressing Ctrl+k I would immediately see all the addresses resolved. If choices need to be made, I’m prompted.