Adding Contacts to Distribution List per the "State" field

[Mark]

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

 

[Russ Valentine [MVP-Outlook]]

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.

 

[Diane Poremsky [MVP]]

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]



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[Brian Tillman [MVP - Outlook]]

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 Actions>New Message to
Contact. No DL needed.

 

[Mark]

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

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]

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

 

[Russ Valentine [MVP-Outlook]]

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]

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

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]

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