Outlook 2003, selecting Contacts question, long post, Please give feedback

[Melissa]

We are using Outlook to manage a rather large client base. (it's not the
best program for our use, but I'm not the boss) Right now the number stands
at 900, with a possible 500+ more by the time we're done entering.

I have to select clients each day and print them, 2 per page. I have to be
in Detailed View to get the info I need to print. The "clicking and
selecting" method is clumsy because if I click on the Initial column at the
far right, it de-selects those already selected. Most days, I need to print
20-30 pages, (40-60 clients)

I've resorted to just selecting 2 clients at a time, checking the output in
Preview, then printing, but wonder if there is a way to more easily select
more than 2, (hopefully 8-10 at a time) to get this print job out faster.
The selection process is stymied in that, every time you click "off" of the
list, all those selected are de-selected. Also, the top contact in any view
is automatically selected, and you must hold Ctrl to de-select it.

That was probably clear as mud...but anyone familiar with Outlook might
understand what I am asking.

I tried changing the view to Phone List, and selected 8 clients, but I had
to switch to Detailed view to print all the info I needed, and in switching,
all the contacts were de-selected.

Please don't tell me we need to use Access for this. I know this. The boss
disagrees. (because he doesn't have to deal with it) I have 1 "real" boss
who is computer stupid, and her husband is trying to run our show. I'm in a
tough spot, and trying to find a good solution for me and everyone.

Any help or advice would be appreciated. Right now, my method is
convoluted, but functional. I also need to teach 6 other employees how to
work with this, and all but 1 are completely computer illiterate. This
backwards method makes sense to me, because I understand the program and
have been around computers since 1991.

Melissa

I don't have Access on this machine. I do have Excel and Word from Office
2003. And, what do you call that small pane in General View where you can
type notes?

 

[DL]

Are you saying you just need to print the client Contact data, two per
sheet?

 

[Melissa]

Yes...I am printing them 2 per sheet. I figured out how to do that. It's
selecting more than 2 at a time using an easy method that I'm stumped on.

Melissa

 

[DL]

Well your doing better than me;
Selecting Detail Address Cards view of Contacts, then Print Preview, it
shows 'all contacts' in the preview pages, but I cannot figure out how to
get two to a page (A4)

Presumably these pages are then used to 'pen note' data on, then someone has
to enter this on a the PC somehow, or file it for....?!
I feel your pain! perhaps someone needs training on how data is far easier
to review if immediately available and searchable, and of course how
pruductivity hence profits could rise.

 

[Melissa]

To print 2 to a page, you have to go into Page Setup, select Memo style (I
think, I'm not at work), and tinker with the settings until you get what you
want. It's Landscape orientation, 2 per page. It took me a while to get it
the way I wanted it. I just kept making changes until the Preview looked
right.

I just wish we could use the correct program for our needs. I feel like I'm
pounding nails with an ice cream scoop. It works, but it's clumsy. AND
Outlook only gives you so many characters when printing the Detailed view,
so I'm getting some truncated results if the clients have a lot of info
entered in that "note" pane.

Melissa

 

[DL]

When in Detailed View if I select multiple cards, then
Print>Setup>Memo>Preview all selected cards are shown
ie multiple pages

 

[Melissa]

The difficulty we have is due to how many Contacts we have. At this point,
there are over 900, and we aren't finished adding them yet. Selecting them
in groups of 2's is the easiest way to make sure we don't end up with some
selected that aren't supposed to be selected. Any clicking off of the list
"de-selects" anyone who is already "selected", and then you end up with
noboby.

It's just the wrong program for us, and I'm trying to find easier methods to
make it work. Having to scroll through 900+ Contacts is a PITA. A true
Database program would be so much easier to use.

Melissa

 

[DL]

The boss needs educating.
Perhaps inform them of the time you have to spend doing it their way as to
the time you would spend if Access used.
If they dont get it then, its a lost cause.