Contacts in the Outlook Address Book are listed multiple times

Last Updated: May 13, 2024

ISSUE

When you view the list of contacts in the Contacts folder of the Microsoft Outlook Address Book, you have multiple entries for the same contact.

STATUS: BY DESIGN 

This behavior is by design. Email addresses and fax numbers for the same contact display as separate entries in the Contacts folder of the Outlook Address Book. For example, a contact that has two email addresses and a fax number is listed three times.

WORKAROUND

If you want to reduce the number of entries for the same contact, store any unused fax numbers or email addresses in an unrelated field. For example, if a contact has a fax number but you don't use Outlook to send faxes, store the fax number in the Other phone number field or in the Notes field.

To modify a large number of contacts, follow these steps: 

1. Export the Contacts folder to a comma-separated values (CSV) file.

2. Edit the CSV file in Microsoft Excel. For example, move fax numbers to the OtherPhone or Notes column in the CSV file.

3. Import the modified CSV file back to Outlook.