Clearing Unwanted Email Addresses That Pop Up on the To, Cc, Bcc Lines

Last Thursday in Atlanta, I presented one of my popular seminars, Conquer Email Overload and Manage Your Time with Outlook. The conference was produced by the Georgia chapter of Meeting Professionals International. Great group of people who were eager to learn. Ding, Ding!

I demo’d the tip that has frustrated a lot of users. It’s those pesky email addresses that pop up once Outlook recognizes a few of the letters you type. Outlook maintains a nickname list that’s used by both the automatic name checking and the automatic completion features. Outlook has gathered these addresses as you’ve worked, but a lot of times, you don’t remember who the people are. Or perhaps they left the company a long time ago, and you’d never have a reason to email them.

Use Keyboard Arrow Keys to Clear Cache
When the unwanted email address pops up, use your keyboard’s down or up arrow to select it. Then hit the Delete key to erase the name from the cache (this doesn’t erase the name from your address book).

If That Doesn’t Work, Try This
Using the keyboard arrow keys and deleting won’t work if the cache has become corrupt. In that case, this might work for you. It will wipe out the cache so you can start fresh.

  1. Close Outlook, then click Start, Search.
  2. In the box under, All or part of the file name, type .NK2.
  3. In the Look In box, choose your local hard disk.
  4. Click More advanced options.
  5. In the resulting list, choose All files or folders, and tick Search hidden files and folders.
  6. Click Search. When the .NK2 file is located, right-click on it, click Rename.
  7. Rename the file to profilename.bak, and press Enter.
  8. Close Windows Explore and restart Outlook so a new nickname cache can be generated.

Don’t let technology frustrate you. Whatever problem you’re having can usually be solved by doing a little research. Or perhaps you’ll want to enroll in one of my training sessions either in person or on the Web. See my Website for details and dates.