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MS Office Forum / Outlook / Contacts / December 2005HELP! How do I find the distribution group a contact is located in
HELP !!! How do I find what distribution list a contact is located in through the contact's individual information. I have many distribution groups and if someone requests to be deleted from my newsletter I have to search through every distribution list to find that person. I previously used "Groups" with Outlook 2000. In 2000 you could just bring up contacts, go to the "Other" tab and it would show you what group (or groups) that contact was listed in. I upgraded to Outlook 2003 which no longer has that feature. No version of Outlook has ever done this. Membership in a DL is not a Contact property.  SignatureRuss Valentine [MVP-Outlook] > HELP !!! How do I find what distribution list a contact is located in > through [quoted text clipped - 7 lines] > and it would show you what group (or groups) that contact was listed in. I > upgraded to Outlook 2003 which no longer has that feature. The point I was making is that in Outlook 2000 if I went to an individual name in my address book and opened the properties of that person I could select a tab that I believe was titled (Other) and it would tell me what group or groups that person was included in. When I upgraded to 2003, what used to be classified as "Groups" were changed into Distribution lists. With the Distribution Lists I can find no way to find out what DL a person is in by opening the properties to his or her name and info. Perhaps I wasn't clear. > HELP !!! How do I find what distribution list a contact is located in through > the contact's individual information. I have many distribution groups and if [quoted text clipped - 3 lines] > and it would show you what group (or groups) that contact was listed in. I > upgraded to Outlook 2003 which no longer has that feature. You were clear. Perhaps I wasn't. No version of Outlook has ever done this, and no version does now. No version of Outlook used "groups." I suspect you weren't actually using a full version of Outlook or its Address Book before. If you were using IMO mode of Outlook 2000, you were actually using Outlook Express when you used the address book. It was a little trick Microsoft played on us. SignatureRuss Valentine [MVP-Outlook] > The point I was making is that in Outlook 2000 if I went to an individual > name in my address book and opened the properties of that person I could [quoted text clipped - 20 lines] >> I >> upgraded to Outlook 2003 which no longer has that feature. Wow… You're good. I went to Outlook express and found the address book that I used to use with outlook. Can I do the same again with Outlook 2003 (use the Outlook Express Address book)???? If so, any ideas on what would be the best way to do so ( import/export addresses to that address book, not have a duplicate addtress book file (which could be confusing), where would I find that address book in explorer to back up the file etc.) any suggestions would be appreciated. I've spent untold hours trying to figure out what I could do to get back to my old set-up. Thanks !!!! > You were clear. Perhaps I wasn't. > No version of Outlook has ever done this, and no version does now. No [quoted text clipped - 27 lines] > >> I > >> upgraded to Outlook 2003 which no longer has that feature. Actually, you were never using OE's address book in Outlook, just OE's address book engine as the overlay to your Outlook Contacts Folder. Any data you used in Outlook resided in Outlook, nowhere else. So what is your situation now? If you've migrated your data from Outlook 2000 to 2003 succesfully, your Contacts Folder should be fully populated. Is it? Outlook uses Distribution Lists that you create in your Contacts Folder, not groups that you create in address book view. SignatureRuss Valentine [MVP-Outlook] > Wow. You're good. I went to Outlook express and found the address book > that I [quoted text clipped - 51 lines] >> >> I >> >> upgraded to Outlook 2003 which no longer has that feature. I've been away for a few days. Hope you had a great holiday. In answer to your question, when I updated from office 2000 to Office 2003, Outlook automatically took all of the email "Groups" (as they are called in the Express Address Book) and converted the "Groups" into "Distribution Lists". All of the email addresses did migrate to the Outlook address book but the old setup using the Outlook Express address book better served my needs. I could click on the person's name to open their record, go to the "Other" tab, and it would show me what group or groups the person was part of so that I could easily find them in that group and delete them if they requested that. Questions: (1) Is there any way that I can go back to the old setup where I had using the Outlook Express address book with Outlook 2003. (2) If so, what file name would I search for to find and back-up the Express address book. Previously (in 2000) everything saved backing up the PST file for Outlook. / My problem is this… I have a number of divisions to my organization. Each has an Opt-In newsletter. The address book is broken down into Distribution Lists (previously Groups) containing aprox. 25 people per group. This number per group was selected because my service won't send large batches as a way of discouraging spammers. As I said, our list is all opt-in but I have about 4000 people on the list (broken down into groups of 25 individuals per list/group. When someone requests to be taken off the list we do so as quickly as possible. With the 2003 Outlook setup we can delete the person from Contacts but now it is almost impossible to find delete them from the distribution list to which they are assigned. Sometime they are assigned to more than one newsletter list and only want to be deleted from one of the lists. It has become a real mess. There must be a better way. Do you have any suggestions? Your help is appreciated. > Actually, you were never using OE's address book in Outlook, just OE's > address book engine as the overlay to your Outlook Contacts Folder. Any data [quoted text clipped - 59 lines] > >> >> I > >> >> upgraded to Outlook 2003 which no longer has that feature. > Questions: (1) Is there any way that I can go back to the old setup > where I had using the Outlook Express address book with Outlook 2003. No. You can force the Windows Address Book to use Outlook's Contacts as its souce, but you can't go the other direction. > My problem is this… I have a number of > divisions to my organization. Each has an Opt-In newsletter. The [quoted text clipped - 8 lines] > to find delete them from the distribution list to which they are > assigned. Outlook is not a good tool for this. There are many others and some of them are free. LSoft makes a good one. There are also third-party add-ins for Outlook that handle mass mailing better. See http://www.slipstick.com/addins/mail.htm#massmail SignatureBrian Tillman Thank you all so much. Our mailing list has grown and as you can see I have not kept up with ways to manage it. Any other comments and suggestions in regard to this are greatly appreciated. Again... Thanks > > Questions: (1) Is there any way that I can go back to the old setup > > where I had using the Outlook Express address book with Outlook 2003. [quoted text clipped - 19 lines] > Outlook that handle mass mailing better. See > http://www.slipstick.com/addins/mail.htm#massmail |
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