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MS Office Forum / Outlook / Contacts / April 2006How to send copy of Distribution list (names, email addr.) to Bd.
How do I copy & send an Outlook Distribution List of names & email addresses to other Board Members?  SignatureMeg Mac Depends on what email software they are using. You've left us guessing. SignatureRuss Valentine [MVP-Outlook] > How do I copy & send an Outlook Distribution List of names & email > addresses > to other Board Members? I am using Microsoft Outlook and Internet Explorer 6. My O/S is WinXP Home. SignatureMeg Mac > Depends on what email software they are using. You've left us guessing. > > How do I copy & send an Outlook Distribution List of names & email > > addresses > > to other Board Members? OOPS! -- I failed to mention that I am using Outlook 2003 on a 1 1/2 yr. old custom computer with 200 GB hard disc memory divided on two hard drives. SignatureMeg Mac > I am using Microsoft Outlook and Internet Explorer 6. My O/S is WinXP Home. > > > Depends on what email software they are using. You've left us guessing. > > > How do I copy & send an Outlook Distribution List of names & email > > > addresses > > > to other Board Members? Not the question I asked. Read again please. SignatureRuss Valentine [MVP-Outlook] > OOPS! -- I failed to mention that I am using Outlook 2003 on a 1 1/2 yr. > old [quoted text clipped - 7 lines] >> > > addresses >> > > to other Board Members? Russ = Well, you have confused me! You wrote: ""It depends on what email software they are using. You've left us guessing." Who are you refering to when you use the word "they"? Is it me or is it the person(s) to whom I plan to send this list? As to "email software" = wouldn't that be the O/S WinXP, Home + M.S. Outlook 2003 and I.E. 6 as the browser to open the Internet which is what I am using? Do you mean the ISP's software?? I'm sorry but you have left me baffled! SignatureMeg Mac > Not the question I asked. Read again please. > > OOPS! -- I failed to mention that I am using Outlook 2003 on a 1 1/2 yr. [quoted text clipped - 8 lines] > >> > > addresses > >> > > to other Board Members? The "other Board Members." You already told us you were using Outlook. SignatureRuss Valentine [MVP-Outlook] > Russ = Well, you have confused me! You wrote: ""It depends on what email > software they are using. You've left us guessing." [quoted text clipped - 22 lines] >> >> > > addresses >> >> > > to other Board Members? Russ = What does the kind of software the other Board members are using have to do with sending them an email?? I want to email, NOT export! My question is for me = how do I copy or move a copy of the Distribution List that is in Outlook Contacts into a blank email so I can send the other Board members a copy. On the Contact page that has this Distribution list I an unable to select/highlight the page so I can do a copy of it into a new email page in Outlook 2003? A right-click does NOT do anything in this Contact software climaate!! If I can somehow copy this list and then paste it into an Outlook email, then I can send it. The problem I am having is HOW to get a copy of this list ro go into a blank email - or even into a document - so I can send it out to the Board Members. There is no Send command under File on the Distribution List page. I can't see where the software that they have has anything to do with my moving a copy into a new email and then emailing it to the people who need it! My problem is getting a copy of the Distribution List OUT of the Contact folder or page and INTO a document or a blank emal page -- without retyping it all over again (there are between 60 & 70 names and email addresses,) and that's a LOT of typing that I just don't have time for right now as I am also working on my Income Tax Prep. & I am Secretary for a car club which also keeps me busy at the computer (& elsewhere). Please = give me an answer I can use. . . Thank you ~ Meg SignatureMeg Mac > The "other Board Members." > You already told us you were using Outlook. [quoted text clipped - 24 lines] > >> >> > > addresses > >> >> > > to other Board Members? You don't understand. How to send a DL depends on what email software the recipients use. That's why I asked you that. DL's are unique to Outlook. The method to send the information to an Outlook user is completely different than the method you would use if they are not. If you don't know, or if they are not using Outlook, you'll just have to create a list of names and email addresses any way you please and send that. SignatureRuss Valentine [MVP-Outlook] > Russ = What does the kind of software the other Board members are using > have [quoted text clipped - 63 lines] >> >> >> > > addresses >> >> >> > > to other Board Members? OK -- so -- in essence what you are saying, is what I have found out already = that I cannot just COPY the list into, say, a document, and then send that copy to other members on our groups list. Right??? I want to send it to the other Board Members for their use as they need it. Also, as far as I know, I am probably the only one in our Computer Club who is using M.S. Outlook as I stopped using Outlook Express a couple of years ago. M.S. Outlook offers more flexibility and different ways of doing paper work - for the most part - than does OE. My apologies for dragging this out but I really did not know what you meant by your first answer/question because earlier I had somehow copied the list into an email format but can't remember just how I did it!! Thank you for your patience with me. SignatureMeg Mac > You don't understand. How to send a DL depends on what email software the > recipients use. That's why I asked you that. [quoted text clipped - 69 lines] > >> >> >> > > addresses > >> >> >> > > to other Board Members? Right. DL's are a unique, proprietary Outlook Item. You cannot just send one to someone who is not using Outlook because they have no application that would know what to do with it. You would need to convert your DL to a format others can use. Saving it as an RTF or txt file works well for most people. SignatureRuss Valentine [MVP-Outlook] > OK -- so -- in essence what you are saying, is what I have found out > already [quoted text clipped - 109 lines] >> >> >> >> > > addresses >> >> >> >> > > to other Board Members? Hi Russ ~ ~ ~ Well ~ I poked around the commands in the top tool bar and finally solved it. Here is what I did: 1) did a manual 'select' by holding down the shift key and sliding the cursor down the whole page = now everything on that page was selected) in a blue color; 2) then I chose to 'copy it to a folder' in Outlook Email folders (which is the only place it would allow me to go); 3) Then I did another select & copy and sent it to a new email which I then sent to myself; 4) NOW the list is available for me to send to whomever needs it irregardless of what email software they are using!! I finally figured out what I had done several weeks ago when I first sent this list out in an email. . . I duplicated my actions. Since I had done it once already, I knew it could be done but could not remember HOW I did it. There -- now we both know how to get a copy of a DL into another more generally usable formt! The trick is to remember it!! Thank you for all your patience with going back and forth on this problem. We both learned something and that is a good thing. Take Care ~ ~ ~ Meg SignatureMeg Mac > Right. DL's are a unique, proprietary Outlook Item. You cannot just send one > to someone who is not using Outlook because they have no application that [quoted text clipped - 114 lines] > >> >> >> >> > > addresses > >> >> >> >> > > to other Board Members? I didn't learn anything. You just found an awkward way to convert a DL to another format. SignatureRuss Valentine [MVP-Outlook] > Hi Russ ~ ~ ~ Well ~ I poked around the commands in the top tool bar and > finally solved it. Here is what I did: 1) did a manual 'select' by [quoted text clipped - 164 lines] >> >> >> >> >> > > addresses >> >> >> >> >> > > to other Board Members? Hello Russ = If you consider my method an awkward one, then what method would you consider a good or smooth one - especially since I do not know who on the list is using MS Outlook? What would you have done? What method would you have used that you consider better or smoother? This is the question I have been asking from the start of this whole set of communications. I do not want to sit at my computer and manually retype all the names and emails AGAIN if there is a simpler, less time-consuming way to be able to copy and send in an email. Thank you -- Meg SignatureMeg Mac > I didn't learn anything. You just found an awkward way to convert a DL to > another format. [quoted text clipped - 166 lines] > >> >> >> >> >> > > addresses > >> >> >> >> >> > > to other Board Members? I had already posted the method most people use. I assumed you saw it. Just save the DL as an RTF or TXT file and send that. SignatureRuss Valentine [MVP-Outlook] > Hello Russ = If you consider my method an awkward one, then what method > would [quoted text clipped - 219 lines] >> >> >> >> >> >> > > addresses >> >> >> >> >> >> > > to other Board Members? > OK -- so -- in essence what you are saying, is what I have found out > already = that I cannot just COPY the list into, say, a document, and > then send that copy to other members on our groups list. Right??? If they are using Outlook, it's pretty easy to send the DL. Open a new message in Rich Text format, open your Contacts, and drag the DL to the message. Address it and send it. all done. If they're not using address, you have to manually copy the names and addresses and send that list. That's why Russ asked. SignatureBrian Tillman Hello Brian ~ ~ ~ I understood what and why Russ asked what he did from the start. First, I doubt many in our group are using M.S. Outlook and I don't have time to research that. Second, I did not want to retype the list manually AGAIN just to send it to 3-4 people on the Board. I was looking for a simple way of copying that list to save me time and so the Board members could have a list that they needed for their use. Evidently, Russ thinks my final solution is awkward, and maybe it is, but it did work for what I needed. Other than retyping it manually, do you have any other suggestion that would be maybe more direct than my solution? I just do not have the time to retype it now. Thank you for your contribution. SignatureMeg Mac > > OK -- so -- in essence what you are saying, is what I have found out > > already = that I cannot just COPY the list into, say, a document, and [quoted text clipped - 5 lines] > you have to manually copy the names and addresses and send that list. > That's why Russ asked. Thank you both (Brian and Russ) for all your time and effort = it did help. Meg SignatureMeg Mac > Hello Brian ~ ~ ~ I understood what and why Russ asked what he did from the > start. First, I doubt many in our group are using M.S. Outlook and I don't [quoted text clipped - 16 lines] > > you have to manually copy the names and addresses and send that list. > > That's why Russ asked. How do you "drag the DL to the message"? Hope this isn't too stupid a question. Thanks! > If they are using Outlook, it's pretty easy to send the DL. Open a new > message in Rich Text format, open your Contacts, and drag the DL to the > message. Address it and send it. all done. If they're not using address, > you have to manually copy the names and addresses and send that list. > That's why Russ asked. > How do you "drag the DL to the message"? Hope this isn't too stupid a > question. Thanks! With the compose window open, open your Contacts, click the DL name, and drag it to the body of the compose window. SignatureBrian Tillman |
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