Using Large Distribution List

[Neil154ABCD]

I would like to create a distribution list with about 1500 email addresses
and use it in Outlook 2007. I would like to know if the size creates any
problems. My ISP (EarthLink) claims they would allow the messages (which I
am not really sure I believe them yet).

Also is there any easy way to create the list. I already have the people in
Outlook and they are categorized as clients. Each client may have several
email addresses and I would only want to send to 1 email address.

Appreciate any advice.

 

[Roady [MVP]]

There is no limit from Outlook so all depends on your ISP. I assume you've
added the additional addresses to the same contact and not created an
additional one? As you've already categorized everything I wouldn't worry
about creating a distribution list but use a mail merge instead. You can
directly filter that on category.

 

[Neil154ABCD]

Yes, each individual contact may have multiple emails as you assumed. I am
not familiar with using a mail merge for this purpose but will look into it
since you think it would be easier. Thanks for the very quick response.

--

Neil

 

[Russ Valentine [MVP-Outlook]]

It's not only easier, it is far more reliable. DL's are fragile and
unreliable. One that contains 1500 entries will very likely cease working
very quickly, even if your ISP would permit that many recipients.

 

[neil154]

I looked into using the mail merge and it looks like it would be the way to
go but I have a few questions about the email addresses.

Like I said I have my contacts in a folder "Business Contacts". This folder
has each contact with at least one category. When I tried doing the mail
merge I was able to call up that folder but I could not see any way to pick
only the category "client". There was no was to sort or filter on a
category. I saw how to sort and filter on most every other field but not
category. What am I missing? Also what happens if a client has 2 or 3 email
addresses, I only want to send to that client once.


Thanks look forward to your help.

It's not only easier, it is far more reliable. DL's are fragile and
unreliable. One that contains 1500 entries will very likely cease working
very quickly, even if your ISP would permit that many recipients.

--
Russ Valentine
[MVP-Outlook]

Yes, each individual contact may have multiple emails as you assumed. I
am not familiar with using a mail merge for this purpose but will look
into it since you think it would be easier. Thanks for the very quick
response.

 

[Brian Tillman]

Like I said I have my contacts in a folder "Business Contacts". This
folder has each contact with at least one category. When I tried
doing the mail merge I was able to call up that folder but I could
not see any way to pick only the category "client". There was no was
to sort or filter on a category.

First select the contacts to be used in the merge. The merge process will
allow you to choose the selection as the contact source.

 

[neil154]

I was following the Word 2007 guided method and was able to select the proper
folder but then I could only select individual contacts. I was not able to
filter the contacts to select only the category "client" and I did nit see
"client" as a field. So I guess I did not understand the instructions. I
would appreciate more help.

 

[Brian Tillman]

I was following the Word 2007 guided method and was able to select
the proper folder but then I could only select individual contacts.
I was not able to filter the contacts to select only the category
"client" and I did nit see "client" as a field. So I guess I did not
understand the instructions. I would appreciate more help.

Start your mail merge from within Outlook.

 

[neil154]

I am using Outlook 2007. Please tell me how to start mail merge from within
Outlook.

 

[Roady [MVP]]

Select your Contacts folder-> Tools-> Mail Merge...

 

[Brian Tillman]

I am using Outlook 2007. Please tell me how to start mail merge from
within Outlook.

Open Outlook's contacts, select your category, then click Tools>Mail Merge.

See if somethign here helps:
http://office.microsoft.com/en-us/results.aspx?qu=mail+merge

 

[neil154]

Thanks for the guidance. I actually tried using the Outlook help and it
talked about "from Word" rather than from Outlook.

I did a test and it really looks quite easy and flexible.

Again, thanks for the help.

 

[neil154]

Thanks for the guidance. I actually tried using the Outlook help and it
talked about "from Word" rather than from Outlook.

I did a test and it really looks quite easy and flexible.

Again, thanks for the help.