PolyU Email Service - Guide to Remove Outdated Frequent Contacts 1/12

PolyU Email Service

Guide to Remove Outdated Frequent Contacts

Version 1.0

Last Update: 30 September 2015

PolyU Email Service: www.polyu.edu.hk/email

ITS HelpCentre Support: www.polyu.edu.hk/HOTS

ITS HelpCentre Support Hotline: 2766 5900

PolyU Email Service - Guide to Remove Outdated Frequent Contacts 2/12

Table of Contents

A. Introduction ......................................................................................................... 3

B. Checking Outlook version ...................................................................................... 4

C. Removing all frequent contacts ............................................................................. 5 Outlook 2007 ............................................................................................................................... 5 Outlook 2010 ............................................................................................................................... 6

D. Removing some particular frequent contacts ......................................................... 7 System Requirements of NK2View .............................................................................................. 7 1. Outlook 2007 – Open .NK2 file ........................................................................................... 8 2. Outlook 2010 – Open .NK2 file ........................................................................................... 9 3. Restoring the last backup ................................................................................................. 11

E. Removing frequent contacts one-by-one ............................................................. 12 Outlook 2007/Outlook 2010 ..................................................................................................... 12

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Introduction

When you input emails in To/Cc/Bcc field of a new email in Outlook client/Outlook Web App (OWA), it will be stored automatically as frequent contacts (i.e. AutoComplete list). Afterward, when you begin to type in the field with names/emails, some possible matches from frequent contacts will be shown up.

If frequent contacts are outdated/unwanted, we could,

• Remove them one-by-one • Remove multiple frequent contacts simultaneously • Remove all of them

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Checking Outlook version

We could distinguish from Outlook 2007 and Outlook 2010 version by their logo and interface such as the toolbar in Outlook 2007 and the ribbon in Outlook 2010.

Outlook 2007 Outlook 2010

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Removing all frequent contacts

To remove all the frequent contacts in Outlook client, please follow the procedures below based on your Outlook version (see Checking Outlook version, if necessary).

Outlook 2007

i. Open File Explorer (e.g. click Start button > Computer /My Computer) ii. Paste the file path below to the address bar and press [Enter] key

%APPDATA%\Microsoft\Outlook

iii. Make sure that Outlook client is CLOSED iv. Delete the .NK2 file named with your profile name (e.g. StaffEmail.NK2)

Hits

Sorting by file type to find NK2 file, a. Click View > Details to change the file view

on File Explorer b. Click column header Type c. Scroll down until NK2 files are shown

Viewing your profile name a. Click Start (at the left bottom corner of

your screen) b. Click Control Panel

c. Double-click Mail d. Click Show Profile in Mail e. Select a profile name on the list

(e.g. StaffEmail) f. Click Properties g. Click E-mail Accounts h. Click Close for Account Settings and Mail

Setup i. Repeat (step e - h) until you found your email

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Outlook 2010

i. Double-click on the Outlook shortcut to run Outlook 2010 client ii. Click File and then select Options in Outlook client interface

iii. Click Mail, then scroll down until Send messages section is shown, and click Empty Auto-Complete List

iv. Click Yes to confirm and click OK in Outlook Options to close it

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Removing some particular frequent contacts

NK2View is a tool for organizing frequent contacts such as removing multiple frequent contacts simultaneously, without any installation process. It allows you viewing your frequent contacts and then removing the selected contacts.

System Requirements of NK2View

• Windows Vista, Windows 7 or Windows 8 • Outlook 2007 or Outlook 2010

1. Download the zip file - nk2view.zip

2. Extract and then double-click on nk2view.exe. The frequent contacts of the default

Outlook profile will be shown.

3. Scroll down in NK2View to check whether it is your frequents contacts. If the frequent contacts of your Outlook profile cannot be shown, please follow the steps below based on your Outlook version (see Checking Outlook version, if necessary); otherwise, skip this step and go to step 4.

i. Click File > Open .NK2 file

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1. Outlook 2007 – Open .NK2 file

ii. Paste the file path shown below to the address bar and press [Enter] key %APPDATA%\Microsoft\Outlook

iii. Select Outlook .NK2 files (*.nk2) as file type

iv. Choose the .NK2 file named with your profile name (e.g. StaffEmail.NK2)* v. Click Open

*There should be only one .NK2 file, beside Novell GroupWise one. If there are more than one .NK2 files, please try which one you are currently using for your email account by repeating step (i)-(v).

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2. Outlook 2010 – Open .NK2 file

ii. Paste the file path shown below to the address bar and press [Enter] key %LOCALAPPDATA%\Microsoft\Outlook\RoamCache

iii. Select Outlook 2010 AutoComplete .dat file (Stream_Autocomplete*.dat) as file type

iv. Choose the file shown** v. Click Open

**There should be only one .dat file. If there is more than one, please try which one you are currently using for your email account by repeating step (i)-(v).

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4. Select File > Backup Current NK2 File to backup before any operations

5. Select a contact (or multiple contacts) for deletion For example, to delete all contacts with email domain “@inet.polyu.edu.hk”, a. Click on the Email Domain column header to sort the contacts by email domain b. To select all of them, select the first item with that email domain c. Hold the [Shift] key d. Select the last item with that email domain and then release the [Shift] key

6. While using this tool for deletion, please make sure that Outlook client is CLOSED. To delete the select contacts,

Press [Delete] key; OR Select File > Delete selected Items; OR Right click on the highlighted (selected) items and then select Delete

selected Items

7. Click Yes if backup is made in step 4

8. The selected contacts are then removed. Close the NK2View application. Note: If there are any unexpected errors or abnormal behaviors after the deleting operations, you should restore the last backup (see Restoring the last backup)

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3. Restoring the last backup

You could restore the last .NK2 backup only when the backup file is made.

1. Double-click on nk2view.exe to run the application. Make sure that Outlook client is CLOSED.

2. Select File > Restore Last NK2 Backup

3. Click Yes

4. Click OK and close the NK2View application

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Removing frequent contacts one-by-one

In Outlook 2007/Outlook 2010/Outlook Web App (OWA), you could delete frequent contacts one-by-one. Make the frequent contacts shown up by inputting part of name/email you want to remove in To/Cc/Bcc field. You could press UP or DOWN ARROW key to select the unwanted name or email address and press [Delete] to remove it.

Outlook 2007/Outlook 2010

i. Create a new email message in Outlook ii. Start typing the name or email you want to remove in To/Cc/Bcc field

iii. Use the UP or DOWN ARROW key to select the unwanted name or email address iv. Press [Delete] key (or click for Outlook 2010 only) to delete

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[Delete] key UP or DOWN ARROW key