using categories as distribution lists


S

steph

I am using Outlook 2007. I have contacts categorized so that I can easily
send email to contacts within specific categories. Most of my contacts have
at least two, sometimes three email addresses. When I attempt to send email
to all contacts within a category, the email goes to only the first email
address within each contact. This a huge problem and I do not want to resort
to creating traditional distribution lists as I think they are cumbersome,
time consuming, etc.
 
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R

Russ Valentine [MVP-Outlook]

You could create groups by creating separate Contacts subfolders, then use
the Outlook Address Book view of that folder to select all the addresses in
that folder. DL's would be your only other option.
 
S

steph

that almost worked except a lot of my contacts have more than one
category...it looks like i'd have to create duplicate entries for those with
more than one category in each subfolder. i don't understand why outlook
won't pick up all three email addresses for each contact; it will if i create
email for one individual contact with multiple addresses.

Russ Valentine said:
You could create groups by creating separate Contacts subfolders, then use
the Outlook Address Book view of that folder to select all the addresses in
that folder. DL's would be your only other option.
--
Russ Valentine
[MVP-Outlook]
steph said:
I am using Outlook 2007. I have contacts categorized so that I can easily
send email to contacts within specific categories. Most of my contacts
have
at least two, sometimes three email addresses. When I attempt to send
email
to all contacts within a category, the email goes to only the first email
address within each contact. This a huge problem and I do not want to
resort
to creating traditional distribution lists as I think they are cumbersome,
time consuming, etc.
 
R

Russ Valentine [MVP-Outlook]

Once you select multiple Contacts as recipients, Outlook only uses the
primary address so that you don't exceed your servers limits on recipient
numbers. With that in mind, to use this method for grouping recipients, it
is best to create a separate Contact for each address so that you don't run
into the problem.
--
Russ Valentine
[MVP-Outlook]
steph said:
that almost worked except a lot of my contacts have more than one
category...it looks like i'd have to create duplicate entries for those
with
more than one category in each subfolder. i don't understand why outlook
won't pick up all three email addresses for each contact; it will if i
create
email for one individual contact with multiple addresses.

Russ Valentine said:
You could create groups by creating separate Contacts subfolders, then
use
the Outlook Address Book view of that folder to select all the addresses
in
that folder. DL's would be your only other option.
--
Russ Valentine
[MVP-Outlook]
steph said:
I am using Outlook 2007. I have contacts categorized so that I can
easily
send email to contacts within specific categories. Most of my
contacts
have
at least two, sometimes three email addresses. When I attempt to send
email
to all contacts within a category, the email goes to only the first
email
address within each contact. This a huge problem and I do not want to
resort
to creating traditional distribution lists as I think they are
cumbersome,
time consuming, etc.
 
S

steph

I suppose although that logic seems to defeat the purpose of having a place
for three email addresses in one contact. If I were to create a new contact
for each individual email address, I will double or possibly triple the
number of contacts in my address book. I guess I am stuck with the tedious
task of creating and maintaining distribution lists. Thanks for your help
though.

Russ Valentine said:
Once you select multiple Contacts as recipients, Outlook only uses the
primary address so that you don't exceed your servers limits on recipient
numbers. With that in mind, to use this method for grouping recipients, it
is best to create a separate Contact for each address so that you don't run
into the problem.
--
Russ Valentine
[MVP-Outlook]
steph said:
that almost worked except a lot of my contacts have more than one
category...it looks like i'd have to create duplicate entries for those
with
more than one category in each subfolder. i don't understand why outlook
won't pick up all three email addresses for each contact; it will if i
create
email for one individual contact with multiple addresses.

Russ Valentine said:
You could create groups by creating separate Contacts subfolders, then
use
the Outlook Address Book view of that folder to select all the addresses
in
that folder. DL's would be your only other option.
--
Russ Valentine
[MVP-Outlook]
I am using Outlook 2007. I have contacts categorized so that I can
easily
send email to contacts within specific categories. Most of my
contacts
have
at least two, sometimes three email addresses. When I attempt to send
email
to all contacts within a category, the email goes to only the first
email
address within each contact. This a huge problem and I do not want to
resort
to creating traditional distribution lists as I think they are
cumbersome,
time consuming, etc.
 
Ad

Advertisements

R

Russ Valentine [MVP-Outlook]

Doubling or tripling the number of Contacts is an insignificant issue and
probably preferable to contending with DL's.
--
Russ Valentine
[MVP-Outlook]
steph said:
I suppose although that logic seems to defeat the purpose of having a place
for three email addresses in one contact. If I were to create a new
contact
for each individual email address, I will double or possibly triple the
number of contacts in my address book. I guess I am stuck with the
tedious
task of creating and maintaining distribution lists. Thanks for your help
though.

Russ Valentine said:
Once you select multiple Contacts as recipients, Outlook only uses the
primary address so that you don't exceed your servers limits on recipient
numbers. With that in mind, to use this method for grouping recipients,
it
is best to create a separate Contact for each address so that you don't
run
into the problem.
--
Russ Valentine
[MVP-Outlook]
steph said:
that almost worked except a lot of my contacts have more than one
category...it looks like i'd have to create duplicate entries for those
with
more than one category in each subfolder. i don't understand why
outlook
won't pick up all three email addresses for each contact; it will if i
create
email for one individual contact with multiple addresses.

:

You could create groups by creating separate Contacts subfolders, then
use
the Outlook Address Book view of that folder to select all the
addresses
in
that folder. DL's would be your only other option.
--
Russ Valentine
[MVP-Outlook]
I am using Outlook 2007. I have contacts categorized so that I can
easily
send email to contacts within specific categories. Most of my
contacts
have
at least two, sometimes three email addresses. When I attempt to
send
email
to all contacts within a category, the email goes to only the first
email
address within each contact. This a huge problem and I do not want
to
resort
to creating traditional distribution lists as I think they are
cumbersome,
time consuming, etc.
 
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