Using Microsoft Outlook at IU, why is some of the address book information inaccurate?

Using Microsoft Outlook at Indiana University, you may find that some of the address book information is incorrect. A few possible explanations for this exist.

Inaccurate information from providers

The data for user records comes from one or more of the following information providers: Human Resources (HR), the Office of the Registrar, and the Vice Provost for Faculty and Academic Affairs. Individuals are listed in the correct address book view (ABV) within the Exchange address book based upon assignments from these sources. This same data is used for the online IU Address Book.

For most departments, the ABV and individual data are accurate and useful. However, if you find that your department's ABV is not accurate, use the Global Address List (GAL) as your default address book view.

For help while using Office applications, press F1 or click the question mark on the upper right. For more, see How can I get help with Microsoft Office software?

Errors in address book views

When you open the address book in Outlook, you have access to the Exchange directory, displayed as an address book with multiple views. The GAL is one of these views. It contains a superset of all IU Bloomington and IUPUI users, Exchange distribution lists, and resource mailboxes (e.g., meeting rooms or other shared resources). Besides the GAL, the address book is divided into logical groupings of addresses called departmental ABVs, which are determined by the value input into the "department" field in each individual's record in the Exchange directory.

In some cases, a departmental ABV might be combined with that of another campus's department if the names match. A campus department might also be displayed in multiple ABVs. Departments that are made up of people funded by multiple departments or sources may show up in multiple ABVs.

Changes in your status

If your status has changed recently, you may have to wait a few weeks before your information accurately reflects your current status. Directory updates occur weekly, and some records take time to process within HR, the Office of the Registrar, and the Dean of Faculties. If your information is not updated in a timely manner, contact the appropriate information provider.

This is document airg in the Knowledge Base.
Last modified on 2018-02-22 15:35:44.

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