Creating a Distribution List from an Incoming Email


M

MarkIT

I have Outlook 2007 and I received an email with numerous addresses in the
CC: field. These addresses show as 'Jim Smith'; 'Bob and Tony Jones', etc.
Clicking Reply All, the addresses become 'Jim Smith' <[email protected]>;
'Bob and Tony Jones' <[email protected]>, etc.

I have followed the online help instructions...

"Create a distribution list by copying names from an e-mail message
In the message that you want to copy the names from, select the names in the
To or Cc box (To, Cc, and Bcc boxes: A message is sent to the recipients in
the To box. Recipients in the Cc (carbon copy) and Bcc (blind carbon copy)
boxes also get the message; however, the names of the recipients in the Bcc
box aren't visible to other recipients.).
Right-click your selection, and then click Copy on the shortcut menu.
Click the Microsoft Office Button, and under Create New Outlook Item, click
Distribution list.
On the Distribution List tab, in the Members group, click Select Members.
At the bottom of the Select Members dialog box, in the Members box,
right-click and then click Paste on the shortcut menu.
Note A member does not need to be in your Address Book in order to be
added to the distribution list. The member's name and e-mail address will be
included when you copy and paste from the original e-mail message.

Click OK.
In the Name box, type a name for the distribution list.
On the Distribution List tab, in the Actions group, click Save & Close."

When I paste the copied addresses into the 'Members' field, they all paste
in only as the names (e.g, 'Jim Smith') and attempting to save them brings
you to the Check Names box with the message 'Microsoft Office Outlook does
not recognize the name "'JimSmith'". ' with Select the address to use, Show
names..., or New Contact...

I've tried to find a way to export the addresses, remove the 'Jim Smith'
names and leave only the raw addresses without setting up new, individual
contacts, but so far have been unsuccessful.

Since this seems to be fairly ordinary email address formatting, maybe at
least with Outlook, I'm surprised I can't copy the expanded info/address into
the Distribution List Members field and instead only get the raw name in
single quotes.

Thoughts and suggestions welcome...
 
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M

MarkIT

Thanks, Diane! Awesome pointer that nailed it! Well done. I should have
thought of looking in the header. To bad MS hasn't solved this within the
program, but it is what it is. Thanks again... -MarkIT

Diane Poremsky said:
See http://www.slipstick.com/Tutorials/create/dl.asp

--
Diane Poremsky [MVP - Outlook]

Outlook & Exchange Solutions Center: http://www.slipstick.com/

Outlook Tips by email:
mailto:[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]

Poll: What version of Exchange server do you use?
http://forums.slipstick.com/showthread.php?t=33803

MarkIT said:
I have Outlook 2007 and I received an email with numerous addresses in the
CC: field. These addresses show as 'Jim Smith'; 'Bob and Tony Jones',
etc.
Clicking Reply All, the addresses become 'Jim Smith'
<[email protected]>;
'Bob and Tony Jones' <[email protected]>, etc.

I have followed the online help instructions...

"Create a distribution list by copying names from an e-mail message
In the message that you want to copy the names from, select the names in
the
To or Cc box (To, Cc, and Bcc boxes: A message is sent to the recipients
in
the To box. Recipients in the Cc (carbon copy) and Bcc (blind carbon copy)
boxes also get the message; however, the names of the recipients in the
Bcc
box aren't visible to other recipients.).
Right-click your selection, and then click Copy on the shortcut menu.
Click the Microsoft Office Button, and under Create New Outlook Item,
click
Distribution list.
On the Distribution List tab, in the Members group, click Select Members.
At the bottom of the Select Members dialog box, in the Members box,
right-click and then click Paste on the shortcut menu.
Note A member does not need to be in your Address Book in order to be
added to the distribution list. The member's name and e-mail address will
be
included when you copy and paste from the original e-mail message.

Click OK.
In the Name box, type a name for the distribution list.
On the Distribution List tab, in the Actions group, click Save & Close."

When I paste the copied addresses into the 'Members' field, they all paste
in only as the names (e.g, 'Jim Smith') and attempting to save them brings
you to the Check Names box with the message 'Microsoft Office Outlook
does
not recognize the name "'JimSmith'". ' with Select the address to use,
Show
names..., or New Contact...

I've tried to find a way to export the addresses, remove the 'Jim Smith'
names and leave only the raw addresses without setting up new, individual
contacts, but so far have been unsuccessful.

Since this seems to be fairly ordinary email address formatting, maybe at
least with Outlook, I'm surprised I can't copy the expanded info/address
into
the Distribution List Members field and instead only get the raw name in
single quotes.

Thoughts and suggestions welcome...
 

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