Best way to select contacts to get ALL of their email addresses

[jwb]

I struggle to figure out the best way to organize my contacts. In general I
use 'catagories' to differentiate sublist or 'distritbution' list.

HOWEVER, If I create a 'view' that filters the categories to the ones I want
to send an email to, when I select them by selecting them all and copying
them into address line, I ONLY GET THEIR EMAIL-1 and NOT their second and
third email.

I need to send it to all three of their email address.

If I create a different folder for these filtered category contacts, and
then click TO and pick their folder from the drop down, I can select all and
I GET ALL of their emails addressed.

The problem with that is that I now have TWO copies of their contact and it
is difficult to keep them both updated and in synch.

Am I missing a better way? I need to send to all the contact that are
filtered and ALL of their emails?

Thanks.

 

[Brian Tillman [MVP - Outlook]]

I struggle to figure out the best way to organize my contacts. In general
I
use 'catagories' to differentiate sublist or 'distritbution' list.

HOWEVER, If I create a 'view' that filters the categories to the ones I
want
to send an email to, when I select them by selecting them all and copying
them into address line, I ONLY GET THEIR EMAIL-1 and NOT their second and
third email.

I need to send it to all three of their email address.

Select the members of the category and click Actions>New Message to Contact.
That will place all of the email addresses for all of the contacts into the
To field.

 

[Diane Poremsky [MVP]]

Version of Outlook?

Try a custom view that has just the 3 email address fields. Set the filters
then copy the addresses and paste in the field. Use the basic method here:
http://www.outlook-tips.net/howto/copy_data.htm (no display names) Step 5 -
9 at http://www.slipstick.com/Tutorials/create/dl.asp - then paste into the
To field of the message rather the Members field of a DL. You'll need to
replace tabs (^t in Word's search dialog) with ; (semi-colon) for the
addresses to resolve - its quick work in word or outlook with word as the
editor and easier than copying contacts.

To use your method but reduce problems with copies, copy the contacts to a
temp contacts folder then delete them when finished - edit/update only the
ones in the default folder then copy them to the second folder as needed for
the mailings.


--
Diane Poremsky [MVP - Outlook]



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[Diane Poremsky [MVP]]

This only works for a single contact. if you have a group of contacts 'new
message to' uses just the first address. Because he's copying to a folder
so he can find them easier it sounds like he wants to send to multiple
contacts in one message.

--
Diane Poremsky [MVP - Outlook]



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.

 

[Brian Tillman [MVP - Outlook]]

This only works for a single contact. if you have a group of contacts 'new
message to' uses just the first address. Because he's copying to a folder
so he can find them easier it sounds like he wants to send to multiple
contacts in one message.

Son of a gun! I thought SURE that I had done that before and had gotten all
addresses for all contacts selected.

 

[jwb]

Your second suggestion of creating a temporary folder is what I have been
using, but I hate to tell you this, but that is awfully clumbsy. The whole
point of having multiple email addresses is to USE them. Why if I send to a
single person, the 'create new message' works but doesn't work for
multiple??? I don't get a lot of things MS does, this is added to the list.

I have multiple distribution list I send to and this is always a problem, I
would be anxious to hear a better suggestion if anyone has one. I've
followed threads for months or longer and the concensus is always that better
to use catagories rather than seperate folders for different 'groups' I keep
in touch with. Now I use categories, but no easy way to send emails to them.


Once again Outlook falls short. Sorry, long week, long day, I'm
frustrated....

Version of Outlook?

Try a custom view that has just the 3 email address fields. Set the filters
then copy the addresses and paste in the field. Use the basic method here:
http://www.outlook-tips.net/howto/copy_data.htm (no display names) Step 5 -
9 at http://www.slipstick.com/Tutorials/create/dl.asp - then paste into the
To field of the message rather the Members field of a DL. You'll need to
replace tabs (^t in Word's search dialog) with ; (semi-colon) for the
addresses to resolve - its quick work in word or outlook with word as the
editor and easier than copying contacts.

To use your method but reduce problems with copies, copy the contacts to a
temp contacts folder then delete them when finished - edit/update only the
ones in the default folder then copy them to the second folder as needed for
the mailings.


--
Diane Poremsky [MVP - Outlook]



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 struggle to figure out the best way to organize my contacts. In
general I
use 'catagories' to differentiate sublist or 'distritbution' list.

HOWEVER, If I create a 'view' that filters the categories to the ones I
want
to send an email to, when I select them by selecting them all and copying
them into address line, I ONLY GET THEIR EMAIL-1 and NOT their second and
third email.

I need to send it to all three of their email address.

If I create a different folder for these filtered category contacts, and
then click TO and pick their folder from the drop down, I can select all
and
I GET ALL of their emails addressed.

The problem with that is that I now have TWO copies of their contact and
it
is difficult to keep them both updated and in synch.

Am I missing a better way? I need to send to all the contact that are
filtered and ALL of their emails?

Thanks.