Adding email addresses to Distribution Lists from Inbox emails

[Steve]

I have created a Distribution List name (e.g. Potential Client emails from
them asking me a question via email) using File/New Distribution Lists.

Two questions:
1) How do I view the distribution list names?
2) I want to add emails to the distribution list from the Inbox emails.
Many of these emails will not ever be in my Contacts. How do I add people's
emails to a selected Distribution lists directly from the Inbox and NOT have
them in my Contacts?

 

[tedmi]

To view the names in the list, right-click the list name and select either
Open or Properties.
To add an entry from the Inbox: Select the entire address you want to add,
Ctrl-C to copy it to the clipboard. Open the distribution list per above and
click Add New on the ribbon. You can then paste the copied address into the
resulting dialog.

 

[Milly Staples [MVP - Outlook]]

Open the DL from your contacts to view the members.

Version of Outlook?

Have you tried copying and pasting the email addresses directly into your
DL?

--
Milly Staples [MVP - Outlook]

Post all replies to the group to keep the discussion intact.
How to ask a question: http://support.microsoft.com/KB/555375


After furious head scratching, Steve asked:

| I have created a Distribution List name (e.g. Potential Client emails
| from them asking me a question via email) using File/New Distribution
| Lists.
|
| Two questions:
| 1) How do I view the distribution list names?
| 2) I want to add emails to the distribution list from the Inbox
| emails. Many of these emails will not ever be in my Contacts. How do
| I add people's emails to a selected Distribution lists directly from
| the Inbox and NOT have them in my Contacts?

 

[Brian Tillman]

Two questions:
1) How do I view the distribution list names?

Open the DL.

2) I want to add emails to the distribution list from the Inbox
emails. Many of these emails will not ever be in my Contacts. How do
I add people's emails to a selected Distribution lists directly from
the Inbox and NOT have them in my Contacts?

Open the DL and add the addresses using Select Members and typing the
address directly into the Members field.

 

[Steve]

Thank you for all your responses. It has clarified DL for me. Thank you.

However, this copy and paste methoidis very cumbersome. I was hoping for a
way to:
1. Go to Inbox
2. Right mouse email you want to add to DL
3. Select DL list
4. Click to add email to DL list.

I have a 300+ emails over 6 months I want to select from my inbox and add
these folks to a specific DL. Doing one at a time, as suggested, is too long.

Maybe this should be an Office 2007 update?

I have never used Business Contacts. Will this solve my problem of using my
Inbox to select certain emails and put them in a catagory for sending an
email by category?

 

[Diane Poremsky [MVP]]

it's not a feature many people would use, so its not going to score high
enough on the new features list. Plus its not that difficult to do it
yourself, if you know how.

1. move or copy all of the messages into a folder so that only the addresses
you want to copy are there. You could set up a search folder for this, if
there is a unique keyword or category that will identify only these
messages.

2. install the form to expose the email address from
http://www.slipstick.com/exs/customfields.htm

3. create a view that displays just the addresses -
http://www.outlook-tips.net/howto/copy_data.htm

4. copy and paste into the DL form -
http://www.outlook-tips.net/archives/2004/20041105.htm
if there is the possibility of duplicated addresses in the list, paste it
into excel, sort by address. I use a formula that compares A1 to B1 and if
they match, displays "Dupe". Then I sort by that row and delete all the rows
with Dupe. Now copy and paste into the DL form.

--
Diane Poremsky [MVP - Outlook]
Need Help with Common Tasks? http://www.outlook-tips.net/beginner/
Outlook 2007: http://www.slipstick.com/outlook/ol2007/

Outlook Tips by email:
(e-mail address removed)

EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)




You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point your
newsreader to msnews.microsoft.com.

 

[Diane Poremsky [MVP]]

Typo - it should be "A1 to A2". (And before sorting, you need to do a copy
and paste special of the column.)

if there is the possibility of duplicated addresses in the list, paste it
into excel, sort by address. I use a formula that compares A1 to B1 and if
they match, displays "Dupe". Then I sort by that row and delete all the
rows with Dupe. Now copy and paste into the DL form.

it's not a feature many people would use, so its not going to score high
enough on the new features list. Plus its not that difficult to do it
yourself, if you know how.

1. move or copy all of the messages into a folder so that only the
addresses you want to copy are there. You could set up a search folder for
this, if there is a unique keyword or category that will identify only
these messages.

2. install the form to expose the email address from
http://www.slipstick.com/exs/customfields.htm

3. create a view that displays just the addresses -
http://www.outlook-tips.net/howto/copy_data.htm

4. copy and paste into the DL form -
http://www.outlook-tips.net/archives/2004/20041105.htm
if there is the possibility of duplicated addresses in the list, paste it
into excel, sort by address. I use a formula that compares A1 to B1 and if
they match, displays "Dupe". Then I sort by that row and delete all the
rows with Dupe. Now copy and paste into the DL form.

--
Diane Poremsky [MVP - Outlook]
Need Help with Common Tasks? http://www.outlook-tips.net/beginner/
Outlook 2007: http://www.slipstick.com/outlook/ol2007/

Outlook Tips by email:
(e-mail address removed)

EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)




You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point your
newsreader to msnews.microsoft.com.

Thank you for all your responses. It has clarified DL for me. Thank
you.

However, this copy and paste methoidis very cumbersome. I was hoping for
a
way to:
1. Go to Inbox
2. Right mouse email you want to add to DL
3. Select DL list
4. Click to add email to DL list.

I have a 300+ emails over 6 months I want to select from my inbox and add
these folks to a specific DL. Doing one at a time, as suggested, is too
long.

Maybe this should be an Office 2007 update?

I have never used Business Contacts. Will this solve my problem of using
my
Inbox to select certain emails and put them in a catagory for sending an
email by category?

 

[Brian Tillman]

Thank you for all your responses. It has clarified DL for me. Thank
you.

However, this copy and paste methoidis very cumbersome. I was hoping
for a way to:
1. Go to Inbox
2. Right mouse email you want to add to DL
3. Select DL list
4. Click to add email to DL list.

I have a 300+ emails over 6 months I want to select from my inbox and
add these folks to a specific DL. Doing one at a time, as suggested,
is too long.

You're be better off, in my opinion, to use categories instead of DLs.

 

[Toronto George]

HELP!!! How do I see what ditribution list(s) any particular contact is on?
That is, I have 8,000 contacts in Outlook 2003. I am sorting them into
distribution lists, so that I can send emails to particular groups of
contacts. But, when I open any contact's file, I cannot see what
distribution list(s) that contact is on, which is very important to me.

 

[Brian Tillman]

HELP!!! How do I see what ditribution list(s) any particular contact
is on? That is, I have 8,000 contacts in Outlook 2003.

You don't, ecept by opening each DL and looking.

I am sorting
them into distribution lists, so that I can send emails to particular
groups of contacts. But, when I open any contact's file, I cannot
see what distribution list(s) that contact is on, which is very
important to me.

Use categories instead.

 

[Toronto George]

I need about 40-60 DLs, so searching thru them, trying to find a contact, is
impractical. If I sort them into Categories, how do I send a single e-mail
to all the contacts in 1 category, at the same time?

 

[Diane Poremsky [MVP]]

Use the by category view on the contacts and the go to Actions, Send new
message to...

--
Diane Poremsky [MVP - Outlook]
Need Help with Common Tasks? http://www.outlook-tips.net/beginner/
Outlook 2007: http://www.slipstick.com/outlook/ol2007/

Outlook Tips by email:
(e-mail address removed)

EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)




You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point your
newsreader to msnews.microsoft.com.

 

[Toronto George]

Thank you very much. That's certainly a workaround. Unfortunately, I'm
still stuck with a complex process - I migrated from Outlook Express to
Outlook to speed up my process and now I find out that Outlook is much more
time-consuming than Outlook Express. Outlook Express easily and painlessly
accomodates moving a contact into as many groups as I want and enables me to
email any group with a keystroke.
--
Toronto George

Use the by category view on the contacts and the go to Actions, Send new
message to...

--
Diane Poremsky [MVP - Outlook]
Need Help with Common Tasks? http://www.outlook-tips.net/beginner/
Outlook 2007: http://www.slipstick.com/outlook/ol2007/

Outlook Tips by email:
(e-mail address removed)

EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)




You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point your
newsreader to msnews.microsoft.com.

 

[Toronto George]

I found a fantastic solution to 2 of my biggest problems with Outlook -
managing Distribution Lists and sending personalized emails to my clients:
www.sperrysoftware.com - their solutions are FANTASTIC!
--
Toronto George

Thank you very much. That's certainly a workaround. Unfortunately, I'm
still stuck with a complex process - I migrated from Outlook Express to
Outlook to speed up my process and now I find out that Outlook is much more
time-consuming than Outlook Express. Outlook Express easily and painlessly
accomodates moving a contact into as many groups as I want and enables me to
email any group with a keystroke.
--
Toronto George

Use the by category view on the contacts and the go to Actions, Send new
message to...

--
Diane Poremsky [MVP - Outlook]
Need Help with Common Tasks? http://www.outlook-tips.net/beginner/
Outlook 2007: http://www.slipstick.com/outlook/ol2007/

Outlook Tips by email:
(e-mail address removed)

EMO - a weekly newsletter about Outlook and Exchange:
(e-mail address removed)




You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point your
newsreader to msnews.microsoft.com.

I need about 40-60 DLs, so searching thru them, trying to find a contact,
is
impractical. If I sort them into Categories, how do I send a single
e-mail
to all the contacts in 1 category, at the same time?
--
Toronto George


:


HELP!!! How do I see what ditribution list(s) any particular contact
is on? That is, I have 8,000 contacts in Outlook 2003.

You don't, ecept by opening each DL and looking.

I am sorting
them into distribution lists, so that I can send emails to particular
groups of contacts. But, when I open any contact's file, I cannot
see what distribution list(s) that contact is on, which is very
important to me.

Use categories instead.