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MS Office Forum / Outlook / Contacts / October 2005hdi move all names matching a category to a distribution list?
I have a large number of names with e-mail addresses that are identified with the same category. I would like to automatically (not one by one) add them to a new or existing Distribution list. I can't figure out how to do this. There must be a way! > I have a large number of names with e-mail addresses that are > identified with the same category. I would like to automatically > (not one by one) add them to a new or existing Distribution list. I > can't figure out how to do this. There must be a way! If you have them all in a category, why do you need them in a DL?  SignatureBrian Tillman I added the email addresses to my Contacts from an e-mail where I was a recipient from one member of the group, which is a really nice feature. I have not found a way to send a mass e-mail based on categories so I would like to add them to a distribution list. It looks like I am going to have to add them one by one. It seems like this is an area MS could improve in the next version. Bruce > > I have a large number of names with e-mail addresses that are > > identified with the same category. I would like to automatically > > (not one by one) add them to a new or existing Distribution list. I > > can't figure out how to do this. There must be a way! > > If you have them all in a category, why do you need them in a DL? No need to create a DL. Select the Category in "By Category" view Actions > New Message to Contact SignatureRuss Valentine [MVP-Outlook] >I added the email addresses to my Contacts from an e-mail where I was a > recipient from one member of the group, which is a really nice feature. [quoted text clipped - 13 lines] >> >> If you have them all in a category, why do you need them in a DL? Well, technically you are correct and that does work and thank you for teaching me something I did not know how to do. But for those of us that only do a mass mailing once/mo it is simpler to just go to the extra work of setting up a DL. They are easier to work with once they are setup (I can access them from To: CC:). It's just too bad there isn't an easy way to add a block of contacts quickly to the DL. Bruce > No need to create a DL. > Select the Category in "By Category" view [quoted text clipped - 17 lines] > >> > >> If you have them all in a category, why do you need them in a DL? That's not really difficult either. Sooner or later you'll regret using DL's, but here is the method to convert a Category to a DL: 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. SignatureRuss Valentine [MVP-Outlook] > Well, technically you are correct and that does work and thank you for > teaching me something I did not know how to do. But for those of us that [quoted text clipped - 30 lines] >> >> >> >> If you have them all in a category, why do you need them in a DL? Thanks again Russ! Neat trick. Now that I have my new DL setup, can you direct me to a document that explains the disadvantages of DLs. I like them but want to understand what problems there might be and why I might regret using them. I do know that e-mail addresses aren't automatically updated from the Contact list but other than that, I have never had any problem with them. > That's not really difficult either. Sooner or later you'll regret using > DL's, but here is the method to convert a Category to a DL: [quoted text clipped - 41 lines] > >> >> > >> >> If you have them all in a category, why do you need them in a DL? I know of no such document, only the common experience that is very well documented in this newsgroup's posts. A Google search will enlighten you. DL's are fragile and easily corrupted. You cannot update them. You cannot migrate them to another version reliably. You cannot sort them. Beyond that, they're fine. SignatureRuss Valentine [MVP-Outlook] > Thanks again Russ! Neat trick. Now that I have my new DL setup, can > you [quoted text clipped - 60 lines] >> >> >> >> >> >> If you have them all in a category, why do you need them in a DL? > I have not found a way to send a mass e-mail based on categories so I > would like to add them to a distribution list. In your Contacts folder, switch your view to "By Category". Then select the category you want and click Actions>New Message to Contact. You'll get a compose window whose "To" field contains all the addresses in that category. SignatureBrian Tillman |
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