Folder/Item User-Defined fields

This topic applies strictly to user-defined fields when the standard contact message class (IPM.Contact) is used to create a contact item. None of this applies if the contact has been created with a custom form (new user-defined fields should never be added through this method if a custom form is in use).

Typically, a new user-defined field is added to a contact by clicking on the <All Fields> option:

AllFields

Using Outlook '2007 - equivalent option available in all other Outlook versions

The default presentation is to show all user-defined fields used in the item which will show all UDFs associated with the item whether or not the field is also included in the <User-defined fields in folder> list.

Adding a new user-defined field

When you add a new user-defined field to a contact item, the following is actually what occurs:

1.	The <Select from> list changes from <User-defined fields in this item> to <User-defined fields in folder>

2.	You enter the applicable information regarding the UDF (name, type etc)

When you press the <OK> button - the UDF gets added to the <User-defined fields in folder> list. It DOES NOT get added to the <User-defined fields in this item> list UNTIL you actually enter a value into the field. At that point, the UDF gets added to the item itself with the value entered. Similarly, adding a user-defined field to the <folders> list directly, also does not add the field to any given contact item.

4.	UDF fields do not get added to any pre-existing contacts - each contact must have a value added to the field in order for that to occur.

Removing a user-defined fields from the <Folders> list does not remove the field from the individual contact items - this creates an "orphan" user-defined field. An "orphan" user-defined field is one which has been added to a contact item and the only way to view this field after the field name has been removed from the <Folders> list is to open the actual contact item. There is no other way within Outlook to list or find user-defined fields related to specific contact items.

6.	Once a user-defined field is added to a contact item, it cannot be renamed or otherwise be altered (changing field type etc)

7.	A user-defined field added to a contact remains part of the contact information until it is specifically deleted from that particular contact