Using Custom Fields in Outlook

There’s over 250 fields already defined in Outlook from simple ones like First Name to more system-oriented fields like Message Class (for custom forms).  There are even antiquated fields from the Stone Age, like the Pager field.

But what if you want your own fields or even rename existing fields?

Creating a new Outlook Field

Suppose that you want to keep SSN or Keycodes or Frequent Flyer Miles for members of your company? Or what if you want a new Calendar field?

In this article I’m going to show you how to create and manage your own new Outlook fields.

First though, let’s create a new field in Contacts.  There’s 2 ways to create fields, depending on which view you are in.

1. Card View (Address or Detailed Address)
   1. You can hover over the dividing line between columns of contacts to get the double-headed arrow and press right-click.  Choose Show Fields.
   2. On the Show Fields screen between the 2 data columns click on New Field near the bottom
2. Table View (Phone List)
   1. Choose Field Chooser in the Advanced toolbar OR right-click on any of the heading columns. That will bring up the Field Chooser.
   2. Click New in the lower-left corner.
3. Here is where you can create a new Data Item.  Let’s make it simple:
   1. Name: SSN
   2. Type: Text
   3. Format: Text
4. Click OK.

Now, how do we use it?

1. Open up any contact
2. Click on All Fields tab
3. In the Select From drop-down box slide to the bottom and choose User-defined fields in folder (don’t confuse this with the pre-selected User-defined fields in this item.)  You’ll now see the SSN and you may change the data there.
4. After you add the entry here, you can see it and modify it.
   1. Important note: Check to see if you are allowed to edit the field.
      1. In Card View,
         1. Again hover over the separating line.  When you see the double-headed arrow right-click and choose Other Settings.
         2. Make sure the Allow in-cell editing field is checked.  For any card that has a SSN value that is filled in you will see it in that view.
      2. In the Table View,
         1. Right-click on any of the heading columns and select Customize Current View.
         2. Choose Other Settings.
         3. Make sure the Allow in-cell editing field is checked.
   2. You should also note that the Allow in-cell editing feature is configured for each view.
5. If you are in the Table View, you can see the new field, SSN, by inserting it as a column wherever you wish:
   1. Right-click on any of the heading fields at the top. Select Field Chooser.
   2. In the drop-down at the top of the Field Chooser box, scroll down and select the set of fields near the bottom called User-defined fields in folder. You will see SSN
   3. Left-click-drag SSN out of the Field Chooser and drop it anywhere onto the Table column Headers.  (How cool is THAT!?)

Now that I’ve shown you how to create new usable fields, there’s a small gotcha:

YOU CAN’T GROUP BY USER-DEFINED FIELDS.

Yup.  That’s a bummer.  And it hasn’t changed in Outlook 2007 either.

But the solution to that little problem is rather cute: And I’ll give it to you in the next blog.

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Other Links to this Post

1. The Outlook Blog | Renaming Fields in Outlook — July 29, 2009 @ 8:12 am

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