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#1
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Adding Contacts to Distribution List per the "State" field
Hello,
I have just entered 1182 contacts with the following fields. FULL NAME JOB TITLE COMPANY PHONE NUMBER EMAIL ADDRESS STATE (loctated in the business address area) I want to create distribution lists of 50 each per specific to the "state" (only tow states Indiana and Michigan) When I start to selct my contacts for each distribution list I do not see the "state" field listed for me to choose from. I notice you can go the contact list view where it shows all the contacts by location. Sure would be nice to highlight 50 contacts (which is possible by the way), right click and add these contacts to a distribution list. As it is does anyone have a suggesstion as to how to add contacts per the state they are associated with easily? Thank you for any help. Mark McClean |
#2
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Adding Contacts to Distribution List per the "State" field
I would rethink your plans. Are you sure you really want to do this? DL's
are notoriously unreliable, especially of that size. Outlook has far better ways to group Contacts such as Categories and subfolders. -- Russ Valentine [MVP-Outlook] "Mark" wrote in message ... Hello, I have just entered 1182 contacts with the following fields. FULL NAME JOB TITLE COMPANY PHONE NUMBER EMAIL ADDRESS STATE (loctated in the business address area) I want to create distribution lists of 50 each per specific to the "state" (only tow states Indiana and Michigan) When I start to selct my contacts for each distribution list I do not see the "state" field listed for me to choose from. I notice you can go the contact list view where it shows all the contacts by location. Sure would be nice to highlight 50 contacts (which is possible by the way), right click and add these contacts to a distribution list. As it is does anyone have a suggesstion as to how to add contacts per the state they are associated with easily? Thank you for any help. Mark McClean |
#3
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Adding Contacts to Distribution List per the "State" field
Add the state field to the view and group by it, then select the group and
use Actions, new message to. DL's are not recommended - in part because they are hard to update. If you insist, create a custom view with the full name field or full name and email address field, select it and paste into the DL. See the second half of http://www.slipstick.com/Tutorials/create/dl.asp for the method. -- Diane Poremsky [MVP - Outlook] Outlook Tips: http://www.outlook-tips.net/ Outlook & Exchange Solutions Center: http://www.slipstick.com Outlook Tips by email: EMO - a weekly newsletter about Outlook and Exchange: You can access this newsgroup by visiting http://www.microsoft.com/office/comm...s/default.mspx or point your newsreader to msnews.microsoft.com. "Mark" wrote in message ... Hello, I have just entered 1182 contacts with the following fields. FULL NAME JOB TITLE COMPANY PHONE NUMBER EMAIL ADDRESS STATE (loctated in the business address area) I want to create distribution lists of 50 each per specific to the "state" (only tow states Indiana and Michigan) When I start to selct my contacts for each distribution list I do not see the "state" field listed for me to choose from. I notice you can go the contact list view where it shows all the contacts by location. Sure would be nice to highlight 50 contacts (which is possible by the way), right click and add these contacts to a distribution list. As it is does anyone have a suggesstion as to how to add contacts per the state they are associated with easily? Thank you for any help. Mark McClean |
#4
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Adding Contacts to Distribution List per the "State" field
"Mark" wrote in message
... I have just entered 1182 contacts with the following fields. FULL NAME JOB TITLE COMPANY PHONE NUMBER EMAIL ADDRESS STATE (loctated in the business address area) I want to create distribution lists of 50 each per specific to the "state" (only tow states Indiana and Michigan) Display your contacts in a table view and group them by the State field. Select the contacts in one of the groups and click ActionsNew Message to Contact. No DL needed. -- Brian Tillman [MVP-Outlook] |
#5
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Adding Contacts to Distribution List per the "State" field
Thanks Russ...I think you're right. I did a bi of research on my own after
posting this question and found out that categories seems to be the way to go. I created 20 categories such as Indiana Agents - 1, Indiana Agent - 2 and so on and filled them associated them with about 50 contacts each. Found some instructions telling me how to email these groups based on categories so I guess I'm all set. Also found out how to email them via bcc so I don't show all 50 email address each time I send out a mass mailing. Pretty cool stuff. Thanks for your advice. Anything further you can add is always appreciated. Mark "Russ Valentine [MVP-Outlook]" wrote: I would rethink your plans. Are you sure you really want to do this? DL's are notoriously unreliable, especially of that size. Outlook has far better ways to group Contacts such as Categories and subfolders. -- Russ Valentine [MVP-Outlook] "Mark" wrote in message ... Hello, I have just entered 1182 contacts with the following fields. FULL NAME JOB TITLE COMPANY PHONE NUMBER EMAIL ADDRESS STATE (loctated in the business address area) I want to create distribution lists of 50 each per specific to the "state" (only tow states Indiana and Michigan) When I start to selct my contacts for each distribution list I do not see the "state" field listed for me to choose from. I notice you can go the contact list view where it shows all the contacts by location. Sure would be nice to highlight 50 contacts (which is possible by the way), right click and add these contacts to a distribution list. As it is does anyone have a suggesstion as to how to add contacts per the state they are associated with easily? Thank you for any help. Mark McClean |
#6
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Adding Contacts to Distribution List per the "State" field
A better method would be to do a mail merge to the category. That way each
recipient would see only their own address, the message would appear personalized, and you would circumvent any restrictions your mail service imposes on the number of recipients a message can contain. Just start the merge from Outlook by selecting the category in the By Category View of your Contacts Folder Tools Mail merge... Word will launch to complete the merge and you simply select the option to merge to electronic mail. -- Russ Valentine [MVP-Outlook] "Mark" wrote in message ... Thanks Russ...I think you're right. I did a bi of research on my own after posting this question and found out that categories seems to be the way to go. I created 20 categories such as Indiana Agents - 1, Indiana Agent - 2 and so on and filled them associated them with about 50 contacts each. Found some instructions telling me how to email these groups based on categories so I guess I'm all set. Also found out how to email them via bcc so I don't show all 50 email address each time I send out a mass mailing. Pretty cool stuff. Thanks for your advice. Anything further you can add is always appreciated. Mark "Russ Valentine [MVP-Outlook]" wrote: I would rethink your plans. Are you sure you really want to do this? DL's are notoriously unreliable, especially of that size. Outlook has far better ways to group Contacts such as Categories and subfolders. -- Russ Valentine [MVP-Outlook] "Mark" wrote in message ... Hello, I have just entered 1182 contacts with the following fields. FULL NAME JOB TITLE COMPANY PHONE NUMBER EMAIL ADDRESS STATE (loctated in the business address area) I want to create distribution lists of 50 each per specific to the "state" (only tow states Indiana and Michigan) When I start to selct my contacts for each distribution list I do not see the "state" field listed for me to choose from. I notice you can go the contact list view where it shows all the contacts by location. Sure would be nice to highlight 50 contacts (which is possible by the way), right click and add these contacts to a distribution list. As it is does anyone have a suggesstion as to how to add contacts per the state they are associated with easily? Thank you for any help. Mark McClean |
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