Manually Update Your Local Copy of The Global Address List.

If you are having problems sending to someone with a known good email address (such as a new employee, someone with a new e-mail address, or someone who has modified their TTU or TTUHSC email address), follow these instructions to resolve the issue. This is often caused when you are using Outlook 2003 in Cached Exchange Mode and the information that is cached is old and contains either incomplete or no information about the recipient.

• Verify That These Instructions Apply To You
• Download a New Copy of the GAL
• Update AutoComplete Entries

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Verify That These Instructions Apply To You

These instructions are for Outlook 2003 in Cached Exchange Mode.  To verify that you are using Outlook 2003 and that you are in Cached Exchange Mode, follow these steps:

Step 1:  In Outlook, click on the Help menu and select About Microsoft Office Outlook.

Step 2:  The About Microsoft Office Outlook window will now open.  At the top of the window, verify that the version indicated is Microsoft Office Outlook 2003.  Now click on the OK button in the lower right hand corner of the screen.

Note:  If the version indicated is not Microsoft Office Outlook 2003, these instructions do not apply to you.

Step 3:  Now, on the Tools menu, select E-Mail Accounts.

Step 4:  You will now see the E-Mail Accounts Wizard window. Select "View or change existing e-mail accounts" and click Next.

Step 5:  The E-Mail Accounts window will now appear. Select Microsoft Exchange Server and click the Change button.

Step 6:  The Exchange Server Settings window will now appear. Verify that the box next to "Use Cached Exchange Mode" is checked.

If it is checked, you are using Cached Exchange Mode and can continue with these instructions by clicking Cancel.

Note:  If the box is not checked, you are not using Cached Exchange Mode and these instructions do not apply to you.

Step 7:  Now click on the Finish button.

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Download a New Copy of the GAL

In Cached Exchange Mode, Outlook 2003 downloads a local copy of the Global Address List (GAL), but only updates it every 24 hours.

In order to reflect any new changes made to the Global Address List, you can force Outlook 2003 to download a new copy of the GAL.

Step 1: Open Outlook 2003

Step 2: Click on Tools -> Send/Receive -> Download Address Book.

Step 3: Uncheck the box next to Download changes since last Send/Receive. In the Information to Download section, select Full Details and in the Address Book section, choose \Global Address List. Now click OK.

Step 4: The new version of the Global Address List will now be downloaded. A status window will open to indicate that the download is in progress and will close automatically when the download is complete.

 

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Update AutoComplete Entries

When typing an address into the To:, Cc:, or Bcc: lines of a new message in Outlook 2003, Outlook will use AutoComplete and automatically suggest an address based on addresses it has cached. Outlook stores the cached e-mail information locally but does not keep it updated when new changes are made. In order to reflect any new changes made to the Global Address List, you must delete or disable the AutoComplete entry so that the information will be retrieved from the GAL instead of from the local cache.

To remove one address from the AutoComplete list:

1. Open a new message in and begin typing in the address or person's name.
    
2. Use the up and down arrow keys to select the address to be removed from the addresses suggested.
    
3. When the address to be removed is highlighted, hit the Delete key on the keyboard.  The address should now disappear from the list.
    
4. The next time you type the address, Outlook will check the GAL and update the local names cache with the new information.

To turn off AutoComplete so that addresses are never suggested:

1. Go to the Tools pull-down menu, choose Options.
   
   
    
2. Click the E-Mail Options button.
   
   
    
3. In the resulting window, click on the the Advanced E-mail Options button.
   
   
    
4. Uncheck the box next to Suggest names while completing the To, Cc and Bcc fields.  Now click OK in each window until you are returned to Outlook.