The terms <user-defined fields> and <custom fields> refer the same thing – fields defined by a user that apply to a contact in addition to the standard Outlook fields.

However, for ease of reference, the term <custom fields> is used for those user-defined fields that are defined as part of a custom form.

There are some essential differences between <custom fields> defined in a custom form and <user-defined fields> used with contact items using the standard Outlook form (messageclass – <IPM.Contact>) some of which are:

An area that seems to confuse many people are user-defined fields in terms of where and when these get created. This article specifically addresses the topic from the standpoint of user-defined fields used when no custom form is in use (when the default MessageClass is <IPM.Contact>.

There are two separate and distinct (but related) groups of user-defined fields for Outlook contact items.

• <User-defined fields in folder>
• <User-defined fields in this item>

Every Outlook item is created with a <form> which translates to the message class name that is assigned to it. To state this another way, <out of the box>, a default form is used when a contact is created. In the case of contacts, this form is assigned the message class of <IPM.Contact>. It is the design of the form in use that dictates how information will be entered for a contact.

The reason for this being one of the first articles in the series is that this message is an over-riding theme that will apply to many different upcoming articles.

Yes you can…..

• Use import/export to move Outlook information from one machine to another
• Use PST to PST export/import (for a variety of reasons)
• Name your user-defined fields in the free-form way that Outlook allows

There is no blanket answer as to whether or not you should import/export Outlook data. To incorporate external data into Outlook or use Outlook data in other applications, importing/exporting is the only viable approach but focus of this article is on when “not” to use import/export either via the Outlook import/export wizard or any 3rd party program (including ContactGenie products).

Far too many people use import/export for all the wrong reasons when easier, more reliable and better solutions are at hand.

Welcome to Outlook Contact Import/Export, all things related to issues to getting contact information into and out of Outlook. In addition there will be a variety of other topics covered which are directly and indirectly related to import export such as user-defined fields, custom forms, information on specific Outlook fields, good practices to follow in general, safeguarding your information and the like.