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MS Office Forum / Outlook / Contacts / July 2006Sharing Multiple Address Books/Combining Them Into One
Hello, I have a customer who, in an effort to create mailing lists with thousands of customers in it has created about a hundred different contact lists. Each of these lists contains the members of mailing lists. Then, they have created a contact list that contains all the distribution lists. They are using Outlook 2003 with an Exchange Server. What I am trying to achieve is the ability to have other people in the organization search those contact lists (basically share the contact list), the problem is that since there are many, I don't know how to share them. I have tried moving them into one contact list, but that collapses the mailing lists, which, given the size and number of the lists is unacceptable. If this can be done without collapsing them, then that would be ok. Thank you in advance, Ian By "contact list," do you mean folder holding contact items? Or do you mean distribution list? Ideally, you'd put all that contact data into an Exchange public folder, granting appropriate access to the people who need to use it.  SignatureSue 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 > Hello, > [quoted text clipped - 15 lines] > > Ian I mean folder holding contact items. When viewed from the "Folder View" in Outlook, there are about a hundred sub-folders to the Contacts folder, each one containing contacts, except for one which contains distribution lists. The problem I have with moving them all into the public folder is that since the distribution lists are stored in a different folder than the contacts themselves, I believe that moving them will collapse the lists (I tested it on a small test list and that is what happened). Ian > By "contact list," do you mean folder holding contact items? Or do you mean distribution list? > [quoted text clipped - 19 lines] > > > > Ian What a mess. I never recommend maintaining large distribution lists at all. They are nothing but trouble. Maybe this is an opportunity to move away from them and instead manage mailings with categories. I don't know what you mean by collapse, though. SignatureSue 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 >I mean folder holding contact items. When viewed from the "Folder View" in > Outlook, there are about a hundred sub-folders to the Contacts folder, each [quoted text clipped - 30 lines] >> > >> > Ian Unfortunately I was not consulting for this organization when this structure was set up. I have also recommended categories. Is it possible to send a mailing to all members of a category? If this is the case, I may be able to fix the problem that way, and if that is possible, how do I do that? What I meant by collapse is that if I move the distribution list to the public folder, and I move all the contacts to the public folder, then once I start updating contacts, they cannot be found by the distribution lists any more. Thank you again for your help with this, Ian > What a mess. I never recommend maintaining large distribution lists at all. They are nothing but trouble. Maybe this is an opportunity to move away from them and instead manage mailings with categories. > [quoted text clipped - 34 lines] > >> > > >> > Ian Two methods, both starting from the By Category view: 1) Select all items in category, the choose Actions | New Message to Contact, and cut and paste names from To to Bcc field. 2) Select all items in category, then choose Tools | Mail Merge and follow the prompts to use Word's mail merge feature to send individual messages. The update feature in DLs is just one of its flakey functions. SignatureSue 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 > > Is it possible to send a mailing to all members of a category? If this is [quoted text clipped - 45 lines] >> >> > >> >> > Ian |
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