Contact Problems

How to Fix Incorrect Names When Adding Outlook Group Members

Olivia Miller Oct 16, 2026 868 views

Question details

The user is experiencing an issue where incorrect display names are generated when adding members to an Outlook group.

How to Fix Incorrect Names When Adding Outlook Group Members

Product: Microsoft Outlook
Device & OS: not provided
Scenario: Adding new members to an email or contact group in the Outlook desktop application.
Observed behavior: The displayed name is pulled incorrectly from directory information (often including unwanted apostrophes), despite the email address being correct.

Before you start

Ensure you have a stable internet connection and verify the exact email address of the contact before attempting to modify your group's membership list.

Solution 1Recommended

Remove the Member, Update Outlook, and Re-add

Removing the corrupted contact entry, updating the application, and re-adding the member often resolves directory cache issues.

Local cache issues in the Outlook desktop client can cause it to remember and apply incorrect display names. Clearing the entry and ensuring your software is up to date is the most effective first step.

Remove the incorrect member

Open Outlook, navigate to your contact group, select the member with the incorrect display name, and delete them from the list.

Restart Outlook

Completely close the Outlook desktop application and open it again to clear temporary session data.

Install desktop updates

Go to File > Office Account, click on 'Update Options', and select 'Update Now' to ensure you have the latest bug fixes applied.

Re-add the member

Open the contact group again and re-add the member using their correct email address.

Remove the Member, Update Outlook, and Re-add

Account Types: This troubleshooting method applies to various account types including Outlook.com, Hotmail, business, POP, or IMAP accounts.

Solution 2

Verify Contact Details via Outlook on the Web

Using the web version of Outlook helps determine if the issue is a local desktop cache problem or a server-side directory issue.

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Frequently Asked Questions

Why does an apostrophe appear in the Outlook contact name?

Unwanted apostrophes or incorrect characters usually occur when Outlook pulls outdated or improperly formatted data from the organization's Global Address List (GAL) or local auto-complete cache, rather than using the manually typed name.

How do I clear the auto-complete cache in Outlook?

You can clear individual auto-complete entries by clicking the 'X' next to the suggested name when typing an email address. To clear the entire cache, go to File > Options > Mail > Send messages, and click 'Empty Auto-Complete List'.

What should I do if the issue persists on a school or business account?

For managed accounts like education or business profiles, directory information is controlled centrally. You may need to contact your IT administrator to correct the display name on the Exchange server directly.

How can I force Outlook to update the Global Address List?

You can manually download the latest address book by navigating to the Send/Receive tab, clicking 'Send/Receive Groups', and selecting 'Download Address Book'.

Outlook & Email Problems