Emailing from Outlook Small Business 2007 using Contacts

[Guest]

When I try to send an email and click on "TO", "CC", or "BCC" the contacts
pop up but each one shows up twice. Once as a name and email address in
parenthesis’ and a second time as a name and the the field title (Business
Fax).

Like this; Andy Hardy (andyhardy@where_ever.net); Andy Hardy (Business Fax).

Never tried this before so it's probably something I'm doing but would love
to know what and how to not keep doing it.

Thanks

 

[F. H. Muffman]

When I try to send an email and click on "TO", "CC", or "BCC" the contacts
pop up but each one shows up twice. Once as a name and email address in
parenthesis’ and a second time as a name and the the field title (Business
Fax).

Like this; Andy Hardy (andyhardy@where_ever.net); Andy Hardy (Business
Fax).

Never tried this before so it's probably something I'm doing but would
love
to know what and how to not keep doing it.

By design, actually.

You have two options.

1) Live with it. This is applicable if you plan on electronically faxing
someone (guess that's a little redundant. How about 'faxing someone through
outlook'...), you'll have to live with it *or* do #2 (heh) and undo the
change *every time you want to fax*.
2) Edit the fax number on your contacts to not be a valid 'address'. In
other words, right now, it says 1-123-555-1234. Change it to
f:1-123-555-1234. You'll still be able to read the number, but Outlook
should not see it as an addressable address so won't give it to you in the
To box.

Upside of 1: No work for you.
Upside of 2: You don't get annoyed, except for having to change every.
single. contact. (that has a fax number.)

 

[Guest]

I guess I don't understand why an email address book would contain items that
will cause the email portion of the program to choke. Does this mean that
you can't create an address book from the Contacts list that can actually be
used for emailing?

I have close to 1000 contacts so #2 is not a very good option for me.

Thanks for the fast response

Marshall in Minnesota

 

[F. H. Muffman]

I guess I don't understand why an email address book would contain items
that
will cause the email portion of the program to choke. Does this mean that
you can't create an address book from the Contacts list that can actually
be
used for emailing?

I have close to 1000 contacts so #2 is not a very good option for me.

What exactly chokes? That implies something doesn't work, and you didn't
say anything about something not working.

When you set up a contact with an email address and a fax address, both
entries will be listed in the address book. They should be seperate
entries. Are they not seperate entries in your case?

For instance, I have a contact named John Doe. I gave him an smtp address
and a fax number. When I click the To button, I see:

John Doe (e-mail address removed) (e-mail address removed)

 

[Guest]

In the address window of an email being composed the entries from my Address
Book show up like this;

Andy Hardy (andyhardy@where_ever.net); Andy Hardy (Business Fax); Betty
Hardy (bettyhardy@where_ever.net); Betty Hardy (Business Fax); etc; etc; etc.

So the program trys to send to two Andy Hardy's and recognizes that Business
Fax is not a valid email address. It does send to the good addresses but then
you get an error message back for each of the bad addresses. Whis about 1000
clients in my Contacts list that is not good.

Thanks for trying to help.

Marshall in Minnesota

 

[F. H. Muffman]

In the address window of an email being composed the entries from my
Address
Book show up like this;

Andy Hardy (andyhardy@where_ever.net); Andy Hardy (Business Fax); Betty
Hardy (bettyhardy@where_ever.net); Betty Hardy (Business Fax); etc; etc;
etc.

So the program trys to send to two Andy Hardy's and recognizes that
Business
Fax is not a valid email address. It does send to the good addresses but
then
you get an error message back for each of the bad addresses. Whis about
1000
clients in my Contacts list that is not good.

So you can't select *just* the email address when picking them out of the
contact list?

I mean, take the list you have above....

When you click To, Andy Hardy is *not* on two seperate lines, one for email,
one for fax?

And, again, do you plan on using Outlook to send faxes? If not, I'll stop
trying to explain how this is working exactly like it is supposed to and
just give you the steps you would take to export out your contacts, edit
them in Excel, and reimport them into Outlook. It would just take a couple
of days but I seem to be having trouble explaining this all to you.

Again, this is how Outlook works.

It sends email. It sends faxes.

So, when it sees a contact with an email address that appears valid and a
fax number that appears valid, it will put both in the Address Book. The
address book does not have an 'email only' or 'fax only' filter. You either
learn to only click the email entry when you want to email or you
remove/modify the fax number, either through an export and edit or manually
opening each one.

The format you listed above, is that what appears on the To line or on the
actual list of names in your contact list. Since you seperate them with
semi-colons, I'm going to assume it isn't the list of your contacts, but on
the To line. So, I have to ask, why are you adding the fax number to the
email? Why add *both* Andy Hardy entries? Just add the email one.

 

[Guest]

FH,

I really appreciate your perseverance.

To make a long story even longer; what am trying to do is send a monthly
news letter to my contacts. In the past I used another program for keeping my
contacts information (Maximizer) and sent the newsletter using Outlook
Express. The addresses were exported/imported as comma separated files and it
worked well but was a little cumbersome. Someone told me that Outlook would
do everything all in one package greatly simplifying my life-Yeah!

I never send faxes from my computer, but do need the numbers for the
occasional use in sending things I do not have in an electronic form.

You are correct that the example I included in the last reply was from the
"TO" box of a message being composed. Excluding the Business Fax entries
would mean (I think) going through the entire contacts list and manually
selecting them, one at a time. With nearly 1000 contacts this would not go a
long way toward simplifying my life.

This month I created a comma separated files of my contacts and imported it
into Outlook Express, which is basically what I did before. Outlook Express
does a good job of only inserting the address data needed for an email. That
works as a fall back but I had dreams of a single place to do the whole
thing. My mistake.

Marshall in Minnesota