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MS Office Forum / Outlook / Contacts / July 2005distribution list?
when creating a distribution list and go to select members, I require the company contact name to select from? You cannot modify that dialog box. If you've already organized your Contacts by Company, why do you also need a DL?  SignatureRuss Valentine [MVP-Outlook] > when creating a distribution list and go to select members, I require the > company contact name to select from? You may need a DL because you don't want to send all messages to every person employed at that company. I work in media relations and have managing editors, sports writers, ad execs, etc., from newspapers across the state in my address book. My messages have to be targeted - sports writers don't care that my university is closed for a hurricane, but editors do. I can't be expected to remember the name of every reporter/editor/newsanchor at every newspaper, television and radio station in the entire state, so I need to be able to add them to my DL by company. But I also want their name in the contact info so it's there if I need to call them or address them by name. Right now, I'm having to manually edit every one of my 500 contacts to remove their name from the name entry and put it in the title line so I still have it but can search by company. To have DLs searchable only by full name and not company demonstrates that the program is designed for teenage girls sending jokes to their 30 closest friends. As for me, I'll be searching for an email program that accomdates business professionals. > You cannot modify that dialog box. > If you've already organized your Contacts by Company, why do you also need a > DL? > > when creating a distribution list and go to select members, I require the > > company contact name to select from? I think you missed Russ' point, which was that distribution lists are the least efficient way to manage contacts with the requirements you describe. With contacts organized by company and categories, it's a pretty straightforward process to select the people you want to send a message to and generate those messages. The only DLs I use are those that are very small (< 10 members) and whose membership changes no more frequently than once a year. SignatureSue Mosher, Outlook MVP Author of Microsoft Outlook Programming - Jumpstart for Administrators, Power Users, and Developers http://www.outlookcode.com/jumpstart.aspx > You may need a DL because you don't want to send all messages to every person > employed at that company. I work in media relations and have managing [quoted text clipped - 17 lines] >> > when creating a distribution list and go to select members, I require the >> > company contact name to select from? I'd love to know if there's a more efficient way to do this, because I've been looking. I send press releases to approximately 50 news outlets at least once daily. I grouped them by category, but then the only way to send messages by category is using the To field, which means I then have to copy and paste those addresses into the Bcc field so the competing companies don't see who else is receiving the message. And I find viewing the addresses in the category view is a bit confusing. In the event of an emergency I need to be able to glance at my list and know that everything is in order. As it stands, I can barely see what's going on because of all the headings in the category view. It just seems bizarre to me that there are a dozen different fields you can sort by, but you can only view contacts by full name when adding to a DL. I'm simply trying to get my address book into some kind of manageable order after a software upgrade that deleted my DLs. > I think you missed Russ' point, which was that distribution lists are the least efficient way to manage contacts with the requirements you describe. With contacts organized by company and categories, it's a pretty straightforward process to select the people you want to send a message to and generate those messages. The only DLs I use are those that are very small (< 10 members) and whose membership changes no more frequently than once a year. > [quoted text clipped - 19 lines] > >> > when creating a distribution list and go to select members, I require the > >> > company contact name to select from? Just a little input from another user - not a MS expert For emails to categories - I don't know any other way to get the addresses hidden other than to cut/past to the bcc field. RE: viewing addresses in the category view - go to View - Customze current view and choose only those fields you want If I understood your question - hope this helps SignatureJack S > I'd love to know if there's a more efficient way to do this, because I've > been looking. I send press releases to approximately 50 news outlets at least [quoted text clipped - 35 lines] > > >> > when creating a distribution list and go to select members, I require the > > >> > company contact name to select from? > I'd love to know if there's a more efficient way to do this, because > I've been looking. I send press releases to approximately 50 news [quoted text clipped - 3 lines] > field so the competing companies don't see who else is receiving the > message. Won't a mail merge from Word allow you to accomplish this? SignatureBrian Tillman I think she i sending "press releases" by email - mail merge would only work for printed media - correct? SignatureJack S > > I'd love to know if there's a more efficient way to do this, because > > I've been looking. I send press releases to approximately 50 news [quoted text clipped - 5 lines] > > Won't a mail merge from Word allow you to accomplish this? > I think she i sending "press releases" by email - mail merge would > only work for printed media - correct? I've been operating under the impression that mail merge works for email as well. SignatureBrian Tillman I just looked at the various screens displayed during a mail merge sequence, and do not find any reference to emails. Mail merge opens MSWord to process the mail merge - the only document formats listed are "form Letters", "Mailing labels", "Envelopes" or "catalog" I don't see how a mass email could be constructed using mail merge SignatureJack S > > I think she i sending "press releases" by email - mail merge would > > only work for printed media - correct? > > I've been operating under the impression that mail merge works for email as > well. Of course it can. Just select e-mail messages as your document type. Instructions abound everywhere. http://www.slipstick.com/contacts/printlabel.htm http://www.outlook-tips.net/howto/mailmerge.htm http://office.microsoft.com/en-us/assistance/HA011186361033.aspx SignatureRuss Valentine [MVP-Outlook] >I just looked at the various screens displayed during a mail merge >sequence, [quoted text clipped - 10 lines] >> as >> well. |
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