Distribution List Omits Names in E-mail Message

[Guest]

Someone sent me a distribution list with 23 names and valid e-mails. I added
it to my Contacts using 'drag & drop'. I can see it the DL in my Contacts
list and when I select it all 23 recipients are in it.

I started a new e-mail and used To: to select the DL and when I e-mailed the
message it only went to 11 people. I tried a new e-mail and when I
right-click the DL and select Properties it only shows 11 recipients.

I thought if I added the DL it would send it to all the people in the DL
(i.e., they did not have to be individual contacts in my Contacts already).

Was I wrong? What can solve this!!? All help appreciated. (Using Outlook
2000 on XP)

tia,
klam

 

[Russ Valentine [MVP-Outlook]]

DL's are very fragile and easily corrupted. They often do not survive a Drag
and Drop.
The safest way to transfer them is to attach them as an Outlook Item to a
message in RTF format. Then double click to open the DL and Save to your
data store.

 

[Guest]

Thx a mint for the reply Russ.

The DL arrived as an attachment in an RTF e-mail so I opened the e-mail and
double-clicked the attachment and tried Save and Close. I also tried
right-click and Save As.

I also tried saving it in
DocumentsandSettings\Administrator\ApplicationData\Microsoft\Outlook in
Message and RTF formats and none of these methods resulted in 23 recipients
in an e-mail.)

I know every system can be set up differently but generally where is the
Data Store?

What confuses me is that it seems fine in Contacts, but not when I try to
e-mail it.

Any additional help much appreciated.

klam

DL's are very fragile and easily corrupted. They often do not survive a Drag
and Drop.
The safest way to transfer them is to attach them as an Outlook Item to a
message in RTF format. Then double click to open the DL and Save to your
data store.
--
Russ Valentine
[MVP-Outlook]

Someone sent me a distribution list with 23 names and valid e-mails. I
added
it to my Contacts using 'drag & drop'. I can see it the DL in my Contacts
list and when I select it all 23 recipients are in it.

I started a new e-mail and used To: to select the DL and when I e-mailed
the
message it only went to 11 people. I tried a new e-mail and when I
right-click the DL and select Properties it only shows 11 recipients.

I thought if I added the DL it would send it to all the people in the DL
(i.e., they did not have to be individual contacts in my Contacts
already).

Was I wrong? What can solve this!!? All help appreciated. (Using Outlook
2000 on XP)

tia,
klam

 

[Russ Valentine [MVP-Outlook]]

The only thing that has worked for me is simply to open the DL then click
Save and Close. That will save it to your default Contacts Folder (the one
listed first in your root Outlook Data file). Are you certain the DL was
inserted as an Outlook Item and not some other file type? What is its file
extension when you see it in the message?

Your default information store depends on whether you are running against
Exchange Server or using a local PST file. Look at Properties of your root
folder in Outlook to see its location. Its location will not have any
bearing on this procedure, however. You do not need to and should not try to
redirect the DL to any but the default location.
--
Russ Valentine
[MVP-Outlook]

Thx a mint for the reply Russ.

The DL arrived as an attachment in an RTF e-mail so I opened the e-mail
and
double-clicked the attachment and tried Save and Close. I also tried
right-click and Save As.

I also tried saving it in
DocumentsandSettings\Administrator\ApplicationData\Microsoft\Outlook in
Message and RTF formats and none of these methods resulted in 23
recipients
in an e-mail.)

I know every system can be set up differently but generally where is the
Data Store?

What confuses me is that it seems fine in Contacts, but not when I try to
e-mail it.

Any additional help much appreciated.

klam

DL's are very fragile and easily corrupted. They often do not survive a
Drag
and Drop.
The safest way to transfer them is to attach them as an Outlook Item to a
message in RTF format. Then double click to open the DL and Save to your
data store.
--
Russ Valentine
[MVP-Outlook]

Someone sent me a distribution list with 23 names and valid e-mails. I
added
it to my Contacts using 'drag & drop'. I can see it the DL in my
Contacts
list and when I select it all 23 recipients are in it.

I started a new e-mail and used To: to select the DL and when I
e-mailed
the
message it only went to 11 people. I tried a new e-mail and when I
right-click the DL and select Properties it only shows 11 recipients.

I thought if I added the DL it would send it to all the people in the
DL
(i.e., they did not have to be individual contacts in my Contacts
already).

Was I wrong? What can solve this!!? All help appreciated. (Using
Outlook
2000 on XP)

tia,
klam

 

[Guest]

Hi Russ,

Thx for posting back; sorry for my late reply (login problems & other stuff).

To answer your questions:
- DL the client sent me has the extension .msg
- I am using a local .pst (not on an Exchange Server or even a network;
just a stand alone system).

My question is if I can see the DL when I bring it up under Contacts, why
would it drop some e-mails when I choose the DL when creating a new e-mail?
(I.e., there are 23 names & e-mails in my Contact DL but only 11 in my e-mail
list when I select the DL in the e-mail and right-click for Properties.

Some of the names it keeps are people I have as individuals in my Contacts
file, but some others names I don't have...can't figure out rhyme or reason!

Any more thoughts/suggestions?

thx,
klam

The only thing that has worked for me is simply to open the DL then click
Save and Close. That will save it to your default Contacts Folder (the one
listed first in your root Outlook Data file). Are you certain the DL was
inserted as an Outlook Item and not some other file type? What is its file
extension when you see it in the message?

Your default information store depends on whether you are running against
Exchange Server or using a local PST file. Look at Properties of your root
folder in Outlook to see its location. Its location will not have any
bearing on this procedure, however. You do not need to and should not try to
redirect the DL to any but the default location.
--
Russ Valentine
[MVP-Outlook]

Thx a mint for the reply Russ.

The DL arrived as an attachment in an RTF e-mail so I opened the e-mail
and
double-clicked the attachment and tried Save and Close. I also tried
right-click and Save As.

I also tried saving it in
DocumentsandSettings\Administrator\ApplicationData\Microsoft\Outlook in
Message and RTF formats and none of these methods resulted in 23
recipients
in an e-mail.)

I know every system can be set up differently but generally where is the
Data Store?

What confuses me is that it seems fine in Contacts, but not when I try to
e-mail it.

Any additional help much appreciated.

klam

DL's are very fragile and easily corrupted. They often do not survive a
Drag
and Drop.
The safest way to transfer them is to attach them as an Outlook Item to a
message in RTF format. Then double click to open the DL and Save to your
data store.
--
Russ Valentine
[MVP-Outlook]
Someone sent me a distribution list with 23 names and valid e-mails. I
added
it to my Contacts using 'drag & drop'. I can see it the DL in my
Contacts
list and when I select it all 23 recipients are in it.

I started a new e-mail and used To: to select the DL and when I
e-mailed
the
message it only went to 11 people. I tried a new e-mail and when I
right-click the DL and select Properties it only shows 11 recipients.

I thought if I added the DL it would send it to all the people in the
DL
(i.e., they did not have to be individual contacts in my Contacts
already).

Was I wrong? What can solve this!!? All help appreciated. (Using
Outlook
2000 on XP)

tia,
klam

 

[Russ Valentine [MVP-Outlook]]

Sender did not send it correctly. If it has an msg extension, they did not
insert it as an Outlook item.
--
Russ Valentine
[MVP-Outlook]

Hi Russ,

Thx for posting back; sorry for my late reply (login problems & other
stuff).

To answer your questions:
- DL the client sent me has the extension .msg
- I am using a local .pst (not on an Exchange Server or even a network;
just a stand alone system).

My question is if I can see the DL when I bring it up under Contacts, why
would it drop some e-mails when I choose the DL when creating a new
e-mail?
(I.e., there are 23 names & e-mails in my Contact DL but only 11 in my
e-mail
list when I select the DL in the e-mail and right-click for Properties.

Some of the names it keeps are people I have as individuals in my Contacts
file, but some others names I don't have...can't figure out rhyme or
reason!

Any more thoughts/suggestions?

thx,
klam

The only thing that has worked for me is simply to open the DL then click
Save and Close. That will save it to your default Contacts Folder (the
one
listed first in your root Outlook Data file). Are you certain the DL was
inserted as an Outlook Item and not some other file type? What is its
file
extension when you see it in the message?

Your default information store depends on whether you are running against
Exchange Server or using a local PST file. Look at Properties of your
root
folder in Outlook to see its location. Its location will not have any
bearing on this procedure, however. You do not need to and should not try
to
redirect the DL to any but the default location.
--
Russ Valentine
[MVP-Outlook]

Thx a mint for the reply Russ.

The DL arrived as an attachment in an RTF e-mail so I opened the e-mail
and
double-clicked the attachment and tried Save and Close. I also tried
right-click and Save As.

I also tried saving it in
DocumentsandSettings\Administrator\ApplicationData\Microsoft\Outlook in
Message and RTF formats and none of these methods resulted in 23
recipients
in an e-mail.)

I know every system can be set up differently but generally where is
the
Data Store?

What confuses me is that it seems fine in Contacts, but not when I try
to
e-mail it.

Any additional help much appreciated.

klam

:

DL's are very fragile and easily corrupted. They often do not survive
a
Drag
and Drop.
The safest way to transfer them is to attach them as an Outlook Item
to a
message in RTF format. Then double click to open the DL and Save to
your
data store.
--
Russ Valentine
[MVP-Outlook]
Someone sent me a distribution list with 23 names and valid e-mails.
I
added
it to my Contacts using 'drag & drop'. I can see it the DL in my
Contacts
list and when I select it all 23 recipients are in it.

I started a new e-mail and used To: to select the DL and when I
e-mailed
the
message it only went to 11 people. I tried a new e-mail and when I
right-click the DL and select Properties it only shows 11
recipients.

I thought if I added the DL it would send it to all the people in
the
DL
(i.e., they did not have to be individual contacts in my Contacts
already).

Was I wrong? What can solve this!!? All help appreciated. (Using
Outlook
2000 on XP)

tia,
klam

 

[spedeupe]

Say they did go to Insert|Item, what file extension should it be
putting on the distribution list?

 

[Russ Valentine [MVP-Outlook]]

None. It would appear as an embedded Outlook Item.

 

[Guest]

Hi Russ,

Thx for the info. Just so I know for my own future reference in case I have
to send someone a DL...

As spedeupe commented, I tried e-mailing myself one of my DL's so I used
Insert>Item>chose a DL from my Contacts and had "Insert as Attachment"
selected.

When I rec'd the e-mail, it was an attachment with .msg extension.

What was I doing wrong?

thx,
klam

None. It would appear as an embedded Outlook Item.
--
Russ Valentine
[MVP-Outlook]

Say they did go to Insert|Item, what file extension should it be
putting on the distribution list?

 

[Brian Tillman]

As spedeupe commented, I tried e-mailing myself one of my DL's so I
used Insert>Item>chose a DL from my Contacts and had "Insert as
Attachment" selected.

When I rec'd the e-mail, it was an attachment with .msg extension.

Something's odd because I just tried it with all three formats and it
arrived identically in each as a DL with no file type. If I do a Save As,
on the attachment, it then becomes a .msg file. If I open that .msg file
(by double-clicking it in Windows Explorer), it still opens as a DL. I can
even drag that .msg file to my Contacts folder and it gets added as a real
DL.

 

[Russ Valentine [MVP-Outlook]]

What Message format did you use?
What editor did you use?
I cannot reproduce that behavior.
--
Russ Valentine
[MVP-Outlook]

Hi Russ,

Thx for the info. Just so I know for my own future reference in case I
have
to send someone a DL...

As spedeupe commented, I tried e-mailing myself one of my DL's so I used
Insert>Item>chose a DL from my Contacts and had "Insert as Attachment"
selected.

When I rec'd the e-mail, it was an attachment with .msg extension.

What was I doing wrong?

thx,
klam

None. It would appear as an embedded Outlook Item.
--
Russ Valentine
[MVP-Outlook]

Say they did go to Insert|Item, what file extension should it be
putting on the distribution list?

 

[Guest]

Hi Brian & Russ,

Brian, I tried to answer yesterday but couldn't sign in at all for hours
(happens quite frequently)! You're right what I meant was I get the .msg
when I use the Save As function. When I just double-click the object from
the original e-mail, it opens up fine as a DL.

Save As was the only way I could see the extension so that's what I thought
Russ meant, obviously I was wrong and was not using any editor.

I've been playing with it more and when I open up the DL, and double-click
on the members an E-mail Properties window opens with the member's e-mail
address. However, when I click on some of the members only a single letter
shows up in the E-mail Properties window.

I have read on this board that DL's are fragile, does this mean my list was
corrupted somehow? What's the best way to forward DL's?

thx,
klam

What Message format did you use?
What editor did you use?
I cannot reproduce that behavior.
--
Russ Valentine
[MVP-Outlook]

Hi Russ,

Thx for the info. Just so I know for my own future reference in case I
have
to send someone a DL...

As spedeupe commented, I tried e-mailing myself one of my DL's so I used
Insert>Item>chose a DL from my Contacts and had "Insert as Attachment"
selected.

When I rec'd the e-mail, it was an attachment with .msg extension.

What was I doing wrong?

thx,
klam

None. It would appear as an embedded Outlook Item.
--
Russ Valentine
[MVP-Outlook]
Say they did go to Insert|Item, what file extension should it be
putting on the distribution list?

 

[Guest]

Hi Brian & Russ,

Brian, I tried to answer yesterday but couldn't sign in at all for hours
(happens quite frequently)! You're right what I meant was I get the .msg
when I use the Save As function. When I just double-click the object from
the original e-mail, it opens up fine as a DL.

Save As was the only way I could see the extension so that's what I thought
Russ meant, obviously I was wrong and was not using any editor.

I've been playing with it more and when I open up the DL, and double-click
on the members an E-mail Properties window opens with the member's e-mail
address. However, when I click on some of the members only a single letter
shows up in the E-mail Properties window.

I have read on this board that DL's are fragile, does this mean my list was
corrupted somehow? What's the best way to forward DL's?

thx,
klam

What Message format did you use?
What editor did you use?
I cannot reproduce that behavior.
--
Russ Valentine
[MVP-Outlook]

Hi Russ,

Thx for the info. Just so I know for my own future reference in case I
have
to send someone a DL...

As spedeupe commented, I tried e-mailing myself one of my DL's so I used
Insert>Item>chose a DL from my Contacts and had "Insert as Attachment"
selected.

When I rec'd the e-mail, it was an attachment with .msg extension.

What was I doing wrong?

thx,
klam

None. It would appear as an embedded Outlook Item.
--
Russ Valentine
[MVP-Outlook]
Say they did go to Insert|Item, what file extension should it be
putting on the distribution list?

 

[Guest]

Hi Brian & Russ,

Brian, I tried to answer yesterday but couldn't sign in at all for hours
(happens quite frequently)! You're right what I meant was I get the .msg
when I use the Save As function. When I just double-click the object from
the original e-mail, it opens up fine as a DL.

Save As was the only way I could see the extension so that's what I thought
Russ meant, obviously I was wrong and was not using any editor.

I've been playing with it more and when I open up the DL, and double-click
on the members an E-mail Properties window opens with the member's e-mail
address. However, when I click on some of the members only a single letter
shows up in the E-mail Properties window.

I have read on this board that DL's are fragile, does this mean my list was
corrupted somehow? What's the best way to forward DL's?

thx,
klam

What Message format did you use?
What editor did you use?
I cannot reproduce that behavior.
--
Russ Valentine
[MVP-Outlook]

Hi Russ,

Thx for the info. Just so I know for my own future reference in case I
have
to send someone a DL...

As spedeupe commented, I tried e-mailing myself one of my DL's so I used
Insert>Item>chose a DL from my Contacts and had "Insert as Attachment"
selected.

When I rec'd the e-mail, it was an attachment with .msg extension.

What was I doing wrong?

thx,
klam

None. It would appear as an embedded Outlook Item.
--
Russ Valentine
[MVP-Outlook]
Say they did go to Insert|Item, what file extension should it be
putting on the distribution list?

 

[Guest]

Hi Brian & Russ,

Brian, I tried to answer yesterday but couldn't sign in at all for hours
(happens quite frequently)! You're right what I meant was I get the .msg
when I use the Save As function. When I just double-click the object from
the original e-mail, it opens up fine as a DL.

Save As was the only way I could see the extension so that's what I thought
Russ meant, obviously I was wrong and was not using any editor.

I've been playing with it more and when I open up the DL, and double-click
on the members an E-mail Properties window opens with the member's e-mail
address. However, when I click on some of the members only a single letter
shows up in the E-mail Properties window.

I have read on this board that DL's are fragile, does this mean my list was
corrupted somehow? What's the best way to forward DL's?

thx,
klam

 

[Guest]

Hi Brian & Russ,

Brian, I tried to answer yesterday but couldn't sign in at all for hours
(happens quite frequently)! You're right what I meant was I get the .msg
when I use the Save As function. When I just double-click the object from
the original e-mail, it opens up fine as a DL.

Save As was the only way I could see the extension so that's what I thought
Russ meant, obviously I was wrong and was not using any editor.

I've been playing with it more and when I open up the DL, and double-click
on the members an E-mail Properties window opens with the member's e-mail
address. However, when I click on some of the members only a single letter
shows up in the E-mail Properties window.

I have read on this board that DL's are fragile, does this mean my list was
corrupted somehow? What's the best way to forward DL's?

thx,
klam

What Message format did you use?
What editor did you use?
I cannot reproduce that behavior.
--
Russ Valentine
[MVP-Outlook]

Hi Russ,

Thx for the info. Just so I know for my own future reference in case I
have
to send someone a DL...

As spedeupe commented, I tried e-mailing myself one of my DL's so I used
Insert>Item>chose a DL from my Contacts and had "Insert as Attachment"
selected.

When I rec'd the e-mail, it was an attachment with .msg extension.

What was I doing wrong?

thx,
klam

None. It would appear as an embedded Outlook Item.
--
Russ Valentine
[MVP-Outlook]
Say they did go to Insert|Item, what file extension should it be
putting on the distribution list?

 

[Guest]

Hi Brian & Russ,

Brian, I tried to answer yesterday but couldn't sign in at all for hours
(happens quite frequently)! You're right what I meant was I get the .msg
when I use the Save As function. When I just double-click the object from
the original e-mail, it opens up fine as a DL.

Save As was the only way I could see the extension so that's what I thought
Russ meant, obviously I was wrong and was not using any editor.

I've been playing with it more and when I open up the DL, and double-click
on the members an E-mail Properties window opens with the member's e-mail
address. However, when I click on some of the members only a single letter
shows up in the E-mail Properties window.

I have read on this board that DL's are fragile, does this mean my list was
corrupted somehow? What's the best way to forward DL's?

thx,
klam

 

[Russ Valentine [MVP-Outlook]]

Obviously you have a corrupt DL. That happens frequently.
The method I posted is the best way to forward a DL. This DL may well have
been corrupt before it was forwarded.
--
Russ Valentine
[MVP-Outlook]

Hi Brian & Russ,

Brian, I tried to answer yesterday but couldn't sign in at all for hours
(happens quite frequently)! You're right what I meant was I get the .msg
when I use the Save As function. When I just double-click the object from
the original e-mail, it opens up fine as a DL.

Save As was the only way I could see the extension so that's what I
thought
Russ meant, obviously I was wrong and was not using any editor.

I've been playing with it more and when I open up the DL, and double-click
on the members an E-mail Properties window opens with the member's e-mail
address. However, when I click on some of the members only a single
letter
shows up in the E-mail Properties window.

I have read on this board that DL's are fragile, does this mean my list
was
corrupted somehow? What's the best way to forward DL's?

thx,
klam

What Message format did you use?
What editor did you use?
I cannot reproduce that behavior.
--
Russ Valentine
[MVP-Outlook]

Hi Russ,

Thx for the info. Just so I know for my own future reference in case I
have
to send someone a DL...

As spedeupe commented, I tried e-mailing myself one of my DL's so I
used
Insert>Item>chose a DL from my Contacts and had "Insert as Attachment"
selected.

When I rec'd the e-mail, it was an attachment with .msg extension.

What was I doing wrong?

thx,
klam

:

None. It would appear as an embedded Outlook Item.
--
Russ Valentine
[MVP-Outlook]
Say they did go to Insert|Item, what file extension should it be
putting on the distribution list?

 

[Guest]

Hi Russ,

Thx for your final response.

Obviously I was having problems posting and logging in yesterday; sorry
about that.

Enjoy-la!
klam

Obviously you have a corrupt DL. That happens frequently.
The method I posted is the best way to forward a DL. This DL may well have
been corrupt before it was forwarded.
--
Russ Valentine
[MVP-Outlook]

Hi Brian & Russ,

Brian, I tried to answer yesterday but couldn't sign in at all for hours
(happens quite frequently)! You're right what I meant was I get the .msg
when I use the Save As function. When I just double-click the object from
the original e-mail, it opens up fine as a DL.

Save As was the only way I could see the extension so that's what I
thought
Russ meant, obviously I was wrong and was not using any editor.

I've been playing with it more and when I open up the DL, and double-click
on the members an E-mail Properties window opens with the member's e-mail
address. However, when I click on some of the members only a single
letter
shows up in the E-mail Properties window.

I have read on this board that DL's are fragile, does this mean my list
was
corrupted somehow? What's the best way to forward DL's?

thx,
klam

What Message format did you use?
What editor did you use?
I cannot reproduce that behavior.
--
Russ Valentine
[MVP-Outlook]
Hi Russ,

Thx for the info. Just so I know for my own future reference in case I
have
to send someone a DL...

As spedeupe commented, I tried e-mailing myself one of my DL's so I
used
Insert>Item>chose a DL from my Contacts and had "Insert as Attachment"
selected.

When I rec'd the e-mail, it was an attachment with .msg extension.

What was I doing wrong?

thx,
klam

:

None. It would appear as an embedded Outlook Item.
--
Russ Valentine
[MVP-Outlook]
Say they did go to Insert|Item, what file extension should it be
putting on the distribution list?