'Select Names' to send email to...folders/catagories

[Mike]

Hello,

I just recently upgraded to Outlook 2003...I have all of
my contacts broken into 2 folders...Contacts and
Business. Under each of these folders I have them setup
into catagories...ie friends, family, ....attorneys,
accountants, etc...

Why when I go to send an email and click on the 'Sent to'
button and I go to select contacts I have multiple of the
same contact...some are even showing the contact with Fax
number....It is even showing several old
folders/catagories that are no longer setup as a folder
or catagory..almost like I am picking up bits and pieces
of an old .pst file...Can I clean this up? Any ideas??

I would like to be able to go to the Send To dialog and
drill down...Ie...select the folder...then select which
catagory to send from...Is there anyway of doing this?
Or do I have to scroll through everyone that I have in a
folder??

Thanks for any help/advice...
Mike
..

 

[Jocelyn Fiorello [MVP - Outlook]]

For the first issue: I don't know what version of Outlook you upgraded
from, but the Outlook Address Book in Outlook 2002/2003 shows fax numbers as
well as e-mail addresses, so that part isn't unusual. However, you may want
to do the following to see if you have extra contacts folders showing in
your OAB:

1) Click Tools, then E-mail Accounts
2) Click View or change existing directories or address books, then click
Next
3) Select Outlook Address Book in the list, then click Change
4) If there are any unnecessary Address Books listed, remove them, then
click Close, then Finish
5) Close and restart Outlook

For the second issue, it might be better to approach this a different way.
Instead of using the Outlook Address Book to address messages to multiple
recipients, you can go into the Contacts folder, switch to By Category view
so that each category is grouped, select an entire category (click the group
header) or expand the group and select the desired recipients (hold down
CTRL while clicking the recipients), and then click Actions | New Message to
Contact. You should get a new mail message with all the selected recipients
in the To box. If you need to move some of them to the CC or BCC boxes, you
can drag and drop the names from one box to the other.

--
Jocelyn Fiorello
MVP - Outlook

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