Using AutoComplete for Addresses

Outlook 2007 automatically keeps track of addresses that you enter in the address fields and stores them in an AutoComplete cache file in your profile folder. When you type an address in the To, Cc, or Bcc fields, Outlook 2007 adds the address to the cache. The cache file has the file name profile.nk2, in which profile is your Outlook 2007 profile name. The default location for the file is the AppDataRoamingMicrosoftOutlook folder of your user profile.

When you begin typing in any of these address fields, Outlook 2007 begins matching the typed characters against the AutoComplete cache. If it finds a match, it automatically completes the address. If there is more than one match in the cache, Outlook 2007 displays a drop-down list that contains the names for all the matching entries (see Figure 6-11). Use the arrow keys or mouse to select a name from the list and then press Enter or Tab to add the address to the field.

Select a name from the AutoComplete cache list offered by Outlook 2007.

Figure 6-11. Select a name from the AutoComplete cache list offered by Outlook 2007.

Note

AutoComplete doesn’t check to see whether a particular contact has more than one e-mail address. Instead, it uses whatever address it finds in the cache. If Outlook 2007 has cached one address, but you prefer that it cache a different one, delete the existing cache entry (as explained in the next section). Then address a new message to the contact using the desired e-mail address to cache that address.

You can turn AutoComplete on or off to suit your needs by following these steps:

  1. Choose Tools, Options, and click E-Mail Options on the Preferences tab.

  2. Click Advanced E-Mail Options.

  3. Select or deselect the Suggest Names While Completing To, Cc, And Bcc Fields option to turn AutoComplete on or off, respectively.

Note

You can move your AutoComplete cache file from one computer to another. You can also back it up so you can restore it in the event your computer crashes.

Note

See the section "Backing Up and Restoring Data" in Chapter 31, for details.

Deleting a Name from the AutoComplete Cache

Outlook 2007 caches all entries and moves the lesser-used ones to the bottom of the list, eventually removing ones that are not used.

One common reason to delete a name from the cache is that you either don’t use it very often or want to use a different e-mail address for that contact.

It’s easy to delete a name from the cache using these steps:

  1. Start a new e-mail message and type the first few letters of the name.

  2. When Outlook 2007 displays the shortcut menu with the matching entries, select the one you want to delete and press Delete.

  3. Repeat this process for any other cached addresses you want to delete.

Deleting the Entire Cache

It’s possible, although not common, for the AutoComplete cache to become corrupted, preventing it from working, or causing it to offer incorrect addresses. If you experience this problem, close Outlook 2007 and locate the .nk2 file for your profile, as explained at the beginning of this section. Rename or delete the file and restart Outlook 2007 to create a new AutoComplete cache file (Outlook 2007 creates the file automatically).

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