MC835643 – (Updated) Microsoft Outlook: Contact deduplication (archived)

Product:

Exchange, Microsoft 365 Apps, Microsoft 365 for the web, Outlook, Windows

Platform:

Mac, Online, Web, World tenant

Status:

Change type:

Admin impact, New feature, Updated message, User impact

Links:

Details:

Summary:
Outlook is updating to automatically hide duplicate contacts, with rollouts starting late August 2024 and ending mid-October 2024. This affects Outlook on the web and new Outlook for Windows, while other versions will show all contacts. No admin action is needed, but users should be informed.

Details:
Updated September 12, 2024: We have updated the rollout timeline below. Thank you for your patience.
Microsoft Outlook on the web and new Outlook for Windows are enhancing users' experience by automatically hiding contacts that are exact duplicates or proper subsets of other contacts. This means that if you have multiple entries for the same person, Outlook will consolidate them, keeping only the most complete contact visible. This update aims to declutter your contact list, making it easier to navigate and manage.
[When this will happen:]
Public Preview: We will begin rolling out late August 2024 and expect to complete by late September 2024.
General Availability (Worldwide): We will begin rolling out early September 2024 (late September) and expect to complete by mid-October 2024 (late September).

Change Category:
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Scope:
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Release Phase:

Created:
2024-07-26

updated:
2024-09-13

Task Type

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Docu to Check

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MS How does it affect me

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MS Preperations

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MS Urgency

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MS workload name

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Direct effects for Operations**

Contact Visibility Changes
Users may struggle to find contacts they frequently use if duplicates are hidden, leading to confusion and potential delays in communication.
   - roles: End Users, Customer Support Representatives
   - references: https://support.microsoft.com/office/import-and-export-outlook-email-contacts-and-calendar-92577192-3881-4502-b79d-c3bbada6c8ef

Manual Review Requirement
Users will need to manually review contacts in classic Outlook to identify hidden duplicates, which can be time-consuming and may lead to errors.
   - roles: End Users, IT Support Staff
   - references: https://support.microsoft.com/office/import-and-export-outlook-email-contacts-and-calendar-92577192-3881-4502-b79d-c3bbada6c8ef

User Training and Documentation
Lack of prior notification may result in users being unaware of the changes, necessitating additional training and updates to documentation to mitigate confusion.
   - roles: End Users, Training Coordinators
   - references: https://support.microsoft.com/office/import-and-export-outlook-email-contacts-and-calendar-92577192-3881-4502-b79d-c3bbada6c8ef

Configutation Options**

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Opportunities**

Improved User Experience through Contact Management
The automatic hiding of duplicate contacts will significantly declutter users' contact lists, enhancing navigation and usability. This is particularly beneficial for users with large contact databases, allowing them to find and manage contacts more efficiently.
   - next-steps: Communicate the changes to users, emphasizing the benefits of the new feature. Provide training or documentation on how to access hidden contacts if needed, and encourage feedback to further improve user experience.
   - roles: Sales Representatives, Customer Support, Marketing Teams
   - references: https://support.microsoft.com/office/import-and-export-outlook-email-contacts-and-calendar-92577192-3881-4502-b79d-c3bbada6c8ef

Streamlined IT Administrative Tasks
With the deduplication feature, IT administrators can reduce the time spent on managing contact lists and responding to user inquiries about duplicate contacts. This can lead to more efficient use of IT resources and allow IT staff to focus on other critical tasks.
   - next-steps: Review current IT processes related to contact management and assess how the new feature can be integrated into existing workflows. Consider creating a feedback loop with users to identify any ongoing issues related to contact management.
   - roles: IT Administrators, Help Desk Staff
   - references: https://support.microsoft.com/office/import-and-export-outlook-email-contacts-and-calendar-92577192-3881-4502-b79d-c3bbada6c8ef

Enhanced Data Integrity and Accuracy
By consolidating duplicate contacts, the feature promotes better data integrity within the organization. Users will have access to the most complete and accurate contact information, reducing the risk of errors in communication and enhancing collaboration.
   - next-steps: Encourage users to regularly review their contact lists and utilize the export feature to analyze their contacts. Consider implementing a policy for periodic contact list reviews to maintain data integrity over time.
   - roles: Project Managers, Team Leaders, HR Managers
   - references: https://support.microsoft.com/office/import-and-export-outlook-email-contacts-and-calendar-92577192-3881-4502-b79d-c3bbada6c8ef

Potentional Risks**

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IT Security**

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explanation for non-techies**

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