Developing a Distribution List

[Guest]

I want to make several distribution lists from a large number of names in the
Outlook address book. (Using Outlook 20020. For each contact, the first and
last name and Mr./Mrs./Ms are entered in the usual manner - i.e. Mr. John
Doe. The "file as" shows Doe, John. The "display as" shows: John Doe
(E-mail...).

For the distribution list, I click on "Select Members" and the total list of
members shows. However, it shows first name first and last name - John Doe.
Moreover, it alphabetizes the list by first name. John Doe is in the "J"
rather than the "D". I seem unable to change the order of the list to Doe,
John and list by last name.

In addition, the total member list shows the fax numbers as well as e-mails.
I would like to hide the fax numbers from the Distribution List "Select
Members" as it confuses selecting member's e-mails only.

I would appreciate help with these two issues.

Many thanks. Norm.

 

[Russ Valentine [MVP-Outlook]]

There are countless posts here that answer both questions.

First question:
Go to Tools > E-mail accounts > View or change existing directories or
address books > Outlook Address Book > Change. > Set your sort order there

Second question:
Outlook considers fax numbers to be valid electronic addresses, since there
are many client- and server-based components that can use such addresses.
One method to hide fax numbers from the address book is to prefix the fax
number with one or more letters (maybe B for business fax, H for home, O for
other). If the fax number begins with a letter, Outlook won't show it in the
address book.
There are a couple of utilities that can help you hide fax numbers from the
address book. See:
http://www.rsoutlook.com/us/rshifa.htm
http://www.sperrysoftware.com/Outlook_Solutions.htm (Hide Fax Numbers)
http://www.mapilab.com/outlook/toolbox/

Another way to avoid having fax numbers appear in the address book is
simply not to enter data in the fax fields. Put fax numbers in some other
(non-phone) fields.

 

[Guest]

Thanks, Russ. This is very helpful!

Much obliged. Norm.

There are countless posts here that answer both questions.

First question:
Go to Tools > E-mail accounts > View or change existing directories or
address books > Outlook Address Book > Change. > Set your sort order there

Second question:
Outlook considers fax numbers to be valid electronic addresses, since there
are many client- and server-based components that can use such addresses.
One method to hide fax numbers from the address book is to prefix the fax
number with one or more letters (maybe B for business fax, H for home, O for
other). If the fax number begins with a letter, Outlook won't show it in the
address book.
There are a couple of utilities that can help you hide fax numbers from the
address book. See:
http://www.rsoutlook.com/us/rshifa.htm
http://www.sperrysoftware.com/Outlook_Solutions.htm (Hide Fax Numbers)
http://www.mapilab.com/outlook/toolbox/

Another way to avoid having fax numbers appear in the address book is
simply not to enter data in the fax fields. Put fax numbers in some other
(non-phone) fields.
--
Russ Valentine
[MVP-Outlook]

I want to make several distribution lists from a large number of names in
the
Outlook address book. (Using Outlook 20020. For each contact, the first
and
last name and Mr./Mrs./Ms are entered in the usual manner - i.e. Mr. John
Doe. The "file as" shows Doe, John. The "display as" shows: John Doe
(E-mail...).

For the distribution list, I click on "Select Members" and the total list
of
members shows. However, it shows first name first and last name - John
Doe.
Moreover, it alphabetizes the list by first name. John Doe is in the "J"
rather than the "D". I seem unable to change the order of the list to Doe,
John and list by last name.

In addition, the total member list shows the fax numbers as well as
e-mails.
I would like to hide the fax numbers from the Distribution List "Select
Members" as it confuses selecting member's e-mails only.

I would appreciate help with these two issues.

Many thanks. Norm.