Distribution lists

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Ricki Miles - 14 Sep 2005 22:44 GMT

I am working in Outlook 2003.

1. Can I import an Excel spreadsheet list directly into a distribution list
or do I have to import it into Contacts and then create a distribution list
by manually selecting each member?

2. Can I combine two distribution lists without having to manually select
all the members again?

3. Can I automatically create a distribution list from a category within
Contacts? I can filter the category so all the contacts are within it, but
can I then make the distribution list without having to manually select each
member of that category?

Thanks for the help,

Ricki

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Russ Valentine [MVP-Outlook] - 14 Sep 2005 23:15 GMT

1. No
2. No
3. Yes, but in light of the major limitations of DL's (like 1 and 2 above)
why would you want to? If you've created Categories, use them instead for
grouping Contacts.

Signature

Russ Valentine
[MVP-Outlook]

>I am working in Outlook 2003.
>
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> Ricki

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Ricki Miles - 14 Sep 2005 23:34 GMT

> 1. No
> 2. No
> 3. Yes, but in light of the major limitations of DL's (like 1 and 2 above)
> why would you want to? If you've created Categories, use them instead for
> grouping Contacts.

Thanks for the responses, Russ. It might be better to have a distribution
list rather than use the categories to send email to many people - ie if you
have 30 people in a certain category and create an email to them, each name
is shown in the To area (or CC or Bcc) and it is more efficient and compact
with just the list name. How would you create a DL from a category?

Thanks,

Ricki

> --
> Russ Valentine
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Russ Valentine [MVP-Outlook] - 14 Sep 2005 23:47 GMT

Not so.It is neither more efficient nor more compact. That list name is
expanded to those very same names and addresses when you send the message.
DL's are fragile and difficult to maintain. Categories are more robust and
flexible.

If you still feel you must create a DL from a Category, there is a clumsy
way to do so. Change the Contacts Folder View to by Category. Right click
and drag the Category required to a newly created Contacts subfolder then
choose Copy. Make sure the new subfolder has been enabled as an email
address book by right clicking on it and choosing Properties > Outlook
Address Book Tab > and check the box to enable as email address book. Create
your new Distribution List, give it a name and make sure the Show Names drop
down field points to this new subfolder. Then shift select all the contacts
and add them to the DL.

I doubt you'll be happy with your DL for very long. Enjoy it while you can
;)

Signature

Russ Valentine
[MVP-Outlook]

>
>> 1. No
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>> >
>> > Ricki

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Ricki Miles - 15 Sep 2005 00:13 GMT

Thanks again, Russ. I will take your advice and stick with Categories.

Take care,

Ricki

> Not so.It is neither more efficient nor more compact. That list name is
> expanded to those very same names and addresses when you send the message.
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> >> >
> >> > Ricki

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