How do I create an Outlook distribution list from an Access table

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Jon Slack - 11 Jul 2006 15:19 GMT

We have just moved from a Groupwise email system to exchange. I have lists of
email addresses in Access recordsets. How can I create distribution lists
from these that I can share across the network? I really do not want to have
to type them all out.

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Sue Mosher [MVP-Outlook] - 11 Jul 2006 15:51 GMT

The most direct solution is not to make any DLs at all. Instead, you could use the Access table as the data source for mail merges.

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Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003
http://www.turtleflock.com/olconfig/index.htm
and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
http://www.outlookcode.com/jumpstart.aspx

> We have just moved from a Groupwise email system to exchange. I have lists of
> email addresses in Access recordsets. How can I create distribution lists
> from these that I can share across the network? I really do not want to have
> to type them all out.

Reply to this Message

Jon Slack - 11 Jul 2006 16:13 GMT

'Hi Sue

Thanks for the reply. I can see what you're saying, but I need the 'list' to
be seen and used by up to 500 people in geographically dispersed locations,
using Outlook on an exchange server over a Novell network (yeah, I know). 499
of these users have just had Outlook thrust upon them and are used to using
'proper' shared distribution lists, in a 'common' address book.

That is; they want an entry in 'their' Contacts tab, that lists each set and
subset of addresses. If it was just me, I'd use your solution, but it's not.
As the 499 are of the 'not paid to think' type, it has to be as easy as
possible. I'm sure you understand.

Jon

> The most direct solution is not to make any DLs at all. Instead, you could use the Access table as the data source for mail merges.
>
> > We have just moved from a Groupwise email system to exchange. I have lists of
> > email addresses in Access recordsets. How can I create distribution lists
> > from these that I can share across the network? I really do not want to have
> > to type them all out.

Reply to this Message

Sue Mosher [MVP-Outlook] - 11 Jul 2006 16:56 GMT

Personal DLs in Exchange folders (mailbox or public folders) can hold only 100-120 items. Therefore, you'll need to work with the Exchange administrator to expose the DL in the Global Address List. There are tools for syncing Active Directory data with databases that might come in handy. A few are listed at http://www.outlookcode.com/d/database.htm#tools, but you might want to take up this topic in the microsoft.public.exchange.admin group where the Exchange gurus hang out.

Signature

> 'Hi Sue
>
[quoted text clipped - 17 lines]
>> > from these that I can share across the network? I really do not want to have
>> > to type them all out.

Reply to this Message

Jon Slack - 12 Jul 2006 11:27 GMT

Hi Sue

Thanks again for the reply. An excellent link. Hopefully this should solve
my problem. Much appreciated.

Jon

> Personal DLs in Exchange folders (mailbox or public folders) can hold only 100-120 items. Therefore, you'll need to work with the Exchange administrator to expose the DL in the Global Address List. There are tools for syncing Active Directory data with databases that might come in handy. A few are listed at http://www.outlookcode.com/d/database.htm#tools, but you might want to take up this topic in the microsoft.public.exchange.admin group where the Exchange gurus hang out.
> > 'Hi Sue
[quoted text clipped - 18 lines]
> >> > from these that I can share across the network? I really do not want to have
> >> > to type them all out.

Reply to this Message