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MS Office Forum / Outlook / Contacts / April 2007Convert my DL's to categories for mass emailing
Using M/S Office 2003 with Windows XP Professional-version 2002-service pack 2. When importing contact info to another computer, I lose the link between the name in the DL and the actual contact. After reading many of the posts on this subject over the years, the consensus seems to be that the best solution is to enter a category in the lower right corner of each contact, and use the category classification to send mass emailings instead of the DL. Is there any way to start with my current DL's (one by one) and add a category name (matching the name of the DL) to each of the contacts within that particular DL, without having to open each contact individually b/4 adding the category name? Thank you. Categories can be designated for Contacts. They cannot be designated for the member list within a DL. You can designate a Category for each of the Contact Records of the members of a DL by selecting them all in the Contacts Folder > R click > Categories...  SignatureRuss Valentine [MVP-Outlook] > Using M/S Office 2003 with Windows XP Professional-version 2002-service > pack 2. [quoted text clipped - 12 lines] > category > name? Thank you. Thanks Russ. Is there any way to designate a Category for several Contacts all at once instead of individually? > Categories can be designated for Contacts. They cannot be designated for the > member list within a DL. You can designate a Category for each of the [quoted text clipped - 16 lines] > > category > > name? Thank you. Correction: Is there any way to designate the same category for several Contacts all at once instead of individually? > Thanks Russ. Is there any way to designate a Category for several Contacts > all at once instead of individually? [quoted text clipped - 19 lines] > > > category > > > name? Thank you. I posted that solution. What is unclear to you? SignatureRuss Valentine [MVP-Outlook] > Correction: Is there any way to designate the same category for several > Contacts all at once instead of individually? [quoted text clipped - 31 lines] >> > > category >> > > name? Thank you. This is what I have done, and the problem I ran into: from Contacts>highlight an individual contact>hold down Ctrl key>toggle to another letter using the alphabet list on right side of Contact screen>highlight a second contact, and so on. When I toggle to the next letter, all of the Contacts previously highlighted revert to the un-highlighted status, so I can only use your method within the same letter. Since each DL contains names beginning with many different letters, this method is very time consuming. Am I missing something? > I posted that solution. What is unclear to you? > > Correction: Is there any way to designate the same category for several [quoted text clipped - 32 lines] > >> > > category > >> > > name? Thank you. Use a different view, like one of the list views. SignatureRuss Valentine [MVP-Outlook] > This is what I have done, and the problem I ran into: from > Contacts>highlight [quoted text clipped - 50 lines] >> >> > > category >> >> > > name? Thank you. Thanks. Since I am starting with several DL's, with many names in each DL's (including last names throughout the alphabet), and since my existing DL's list first names alphabetically, then last names, can I change my Contact list to first name, last name-then scroll through the first names using the roller on the mouse to highlight many contacts at once, then add or change the Categories as you suggested? I would do this the following way: Contacts>view>arrange by>current view>customize current view>sort>first name,last name>ok. Once this was completed, I would gather the categorized contacts and copy them to the appropriate Folder in the Navigation bar as follows: Contacts>tools>find>advanced find>browse>contacts>look for (contacts)>in>contacts>ok>advanced>field>frequently used fields>categories>condition>contains>value>list category name>find now. The matches display at bottom of advanced find box. To copy the matches in the advanced find box to the appropriate folder in the Navigation bar: edit>select all>edit>copy to folder>select folder>ok. > Use a different view, like one of the list views. > > This is what I have done, and the problem I ran into: from [quoted text clipped - 51 lines] > >> >> > > category > >> >> > > name? Thank you. Might just be easier to sort the list view by clicking on the field by which you wish to sort. Dragging and dropping selected Contacts is a bit easier than what you're planning to do. SignatureRuss Valentine [MVP-Outlook] > Thanks. Since I am starting with several DL's, with many names in each > DL's [quoted text clipped - 84 lines] >> >> >> > > category >> >> >> > > name? Thank you. This step would be done after I have assigned a Category to each contact, correct? > Might just be easier to sort the list view by clicking on the field by which > you wish to sort. [quoted text clipped - 89 lines] > >> >> >> > > category > >> >> >> > > name? Thank you. Yup. Once you assign a category, just use the "By Category" view to make it all much simpler. Then you can just drag the Category Header to Copy or Move them all to a separate folder. SignatureRuss Valentine [MVP-Outlook] > This step would be done after I have assigned a Category to each contact, > correct? [quoted text clipped - 109 lines] >> >> >> >> > > category >> >> >> >> > > name? Thank you. Thank you very much. > Yup. Once you assign a category, just use the "By Category" view to make it > all much simpler. Then you can just drag the Category Header to Copy or Move [quoted text clipped - 112 lines] > >> >> >> >> > > category > >> >> >> >> > > name? Thank you. |
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