best practice for entering contacts

[JuliaB]

is it ok to have duplicate contacts: for example: a priest and secretary
share and email address. We enter the secretary as a contact and list the
(e-mail address removed), and then we enter the priest as a contact and give him the
same email address (e-mail address removed).

is that a good plan for the future or not? I tried forcing staff to use one
contact, listing both names, so that all email addresses are entered into the
shared contacts folder once, but I'm having a revolt here as people cannot
seem to find the person that they want based on how it is listed. If you
have any good information for me, a link or whatever on best practice for
setting up contacts, in an environment where you are sharing the contact
lists, and using categories and using distribution lists, and have the
potential for email address sharing....

thanks.

 

[Diane Poremsky [MVP]]

Best practice is what works best for you. The only time these duplicates is
a problem is if you do a group mailing to all of your contacts - as long as
the users know that both use the same address and sending to both in the
same email is pointless, its fine.

--
Diane Poremsky [MVP - Outlook]

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[Judy Gleeson \(MVP Outlook\)]

Best Practice is not to use Distribution Lists as they have many problems.
See the MVP Russ Valentine's posts about the many problems they have.

A good function in Contacts is the Lookup Window in the Standard Toolbar -
you type "gleeson" in there and hit the Enter key, up jumps my contact card.

Regards

Judy Gleeson
MVP Outlook

in Canberra, Australia

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