distribution list adds business fax number- why, and how to avoid?

[Randy Bratton]

Using Outlook 2007, when I create a new distribution list using contacts from
Business Contact Manager, it automatically adds both the email address and
the buisness fax number, which creates two entries for each contact. How can
I create a list with ONLY email addresses?

 

[Gordon]

Using Outlook 2007, when I create a new distribution list using contacts
from
Business Contact Manager, it automatically adds both the email address and
the buisness fax number, which creates two entries for each contact. How
can
I create a list with ONLY email addresses?

It does this because a Fax number is deemed to be an electronic
communications number.
Why use Distribution lists at all? Why not use Categories?

 

[Randy Bratton]

Thanks Gordon- I would rather use Categories if it can eliminate fax numbers-
do you know if there is a way to assign a specific category to all my
contacts at one time instead of doing it one at a time? Thanks again

 

[Russ Valentine [MVP-Outlook]]

Outlook does not select members of a DL. You do. A DL would only contain fax
addresses if you've selected them. Clarify what you mean.

 

[Randy Bratton]

Thanks Russ- I imported about 1000 contacts from an ACT database into BCM and
had to map the fields, which included an email, fax #, phone, etc. Then, I
wanted to create a DL in Contacts using the contacts located in BCM. So I
clicked 'New', 'Distribution List', and then selected all of the contacts
located in BCM. The only info. I wanted in the new DL was a name and email
address. Instead it took both the email address and the Business Fax number,
thus creating two records for each contact. How can I select contacts for a
DL w/out having it include the fax numbers?
--
Randy Bratton

Outlook does not select members of a DL. You do. A DL would only contain fax
addresses if you've selected them. Clarify what you mean.
--
Russ Valentine
[MVP-Outlook]

Using Outlook 2007, when I create a new distribution list using contacts
from
Business Contact Manager, it automatically adds both the email address and
the buisness fax number, which creates two entries for each contact. How
can
I create a list with ONLY email addresses?

 

[Brian Tillman]

Thanks Gordon- I would rather use Categories if it can eliminate fax
numbers- do you know if there is a way to assign a specific category
to all my contacts at one time instead of doing it one at a time?

Assign one to the category you want, then display your contacts folder in
the By Category view. Select everything not in that category and drag it to
the category.

 

[Russ Valentine [MVP-Outlook]]

Then YOU selected the fax addresses. Select only the email addresses if
that's all you want.
DL's of this size are a decidedly bad idea. They get corrupted very easily
and few mail severs permit sending to that many recipients.
--
Russ Valentine
[MVP-Outlook]

Thanks Russ- I imported about 1000 contacts from an ACT database into BCM
and
had to map the fields, which included an email, fax #, phone, etc. Then, I
wanted to create a DL in Contacts using the contacts located in BCM. So I
clicked 'New', 'Distribution List', and then selected all of the contacts
located in BCM. The only info. I wanted in the new DL was a name and email
address. Instead it took both the email address and the Business Fax
number,
thus creating two records for each contact. How can I select contacts for
a
DL w/out having it include the fax numbers?
--
Randy Bratton

Outlook does not select members of a DL. You do. A DL would only contain
fax
addresses if you've selected them. Clarify what you mean.
--
Russ Valentine
[MVP-Outlook]

Using Outlook 2007, when I create a new distribution list using
contacts
from
Business Contact Manager, it automatically adds both the email address
and
the buisness fax number, which creates two entries for each contact.
How
can
I create a list with ONLY email addresses?

 

[Randy Bratton]

Thanks Russ- do you know of a way to send an email to all contacts that are
asigned to a specific category?
--
Randy Bratton

Then YOU selected the fax addresses. Select only the email addresses if
that's all you want.
DL's of this size are a decidedly bad idea. They get corrupted very easily
and few mail severs permit sending to that many recipients.
--
Russ Valentine
[MVP-Outlook]

Thanks Russ- I imported about 1000 contacts from an ACT database into BCM
and
had to map the fields, which included an email, fax #, phone, etc. Then, I
wanted to create a DL in Contacts using the contacts located in BCM. So I
clicked 'New', 'Distribution List', and then selected all of the contacts
located in BCM. The only info. I wanted in the new DL was a name and email
address. Instead it took both the email address and the Business Fax
number,
thus creating two records for each contact. How can I select contacts for
a
DL w/out having it include the fax numbers?
--
Randy Bratton

Outlook does not select members of a DL. You do. A DL would only contain
fax
addresses if you've selected them. Clarify what you mean.
--
Russ Valentine
[MVP-Outlook]
Using Outlook 2007, when I create a new distribution list using
contacts
from
Business Contact Manager, it automatically adds both the email address
and
the buisness fax number, which creates two entries for each contact.
How
can
I create a list with ONLY email addresses?

 

[Russ Valentine [MVP-Outlook]]

Sure. Just select the category in the By Category view > Actions > New
message to Contact.
The key here is that these Contacts will need to have email addresses only,
other wise you'll be selecting fax addresses again that you don't want.
--
Russ Valentine
[MVP-Outlook]

Thanks Russ- do you know of a way to send an email to all contacts that
are
asigned to a specific category?
--
Randy Bratton

Then YOU selected the fax addresses. Select only the email addresses if
that's all you want.
DL's of this size are a decidedly bad idea. They get corrupted very
easily
and few mail severs permit sending to that many recipients.
--
Russ Valentine
[MVP-Outlook]

Thanks Russ- I imported about 1000 contacts from an ACT database into
BCM
and
had to map the fields, which included an email, fax #, phone, etc.
Then, I
wanted to create a DL in Contacts using the contacts located in BCM. So
I
clicked 'New', 'Distribution List', and then selected all of the
contacts
located in BCM. The only info. I wanted in the new DL was a name and
email
address. Instead it took both the email address and the Business Fax
number,
thus creating two records for each contact. How can I select contacts
for
a
DL w/out having it include the fax numbers?
--
Randy Bratton


:

Outlook does not select members of a DL. You do. A DL would only
contain
fax
addresses if you've selected them. Clarify what you mean.
--
Russ Valentine
[MVP-Outlook]
message
Using Outlook 2007, when I create a new distribution list using
contacts
from
Business Contact Manager, it automatically adds both the email
address
and
the buisness fax number, which creates two entries for each contact.
How
can
I create a list with ONLY email addresses?

 

[Russ Valentine [MVP-Outlook]]

The other thing you might want to consider is using a mail merge to your
Category. That way you'll avoid any limits on recipient numbers your mail
server may have and can select only the email address as the recipient
address. You can merge to a category by starting the merge in Outlook,
selecting the category, and merging only to the selected Contacts.
--
Russ Valentine
[MVP-Outlook]

Thanks Russ- do you know of a way to send an email to all contacts that
are
asigned to a specific category?
--
Randy Bratton

Then YOU selected the fax addresses. Select only the email addresses if
that's all you want.
DL's of this size are a decidedly bad idea. They get corrupted very
easily
and few mail severs permit sending to that many recipients.
--
Russ Valentine
[MVP-Outlook]

Thanks Russ- I imported about 1000 contacts from an ACT database into
BCM
and
had to map the fields, which included an email, fax #, phone, etc.
Then, I
wanted to create a DL in Contacts using the contacts located in BCM. So
I
clicked 'New', 'Distribution List', and then selected all of the
contacts
located in BCM. The only info. I wanted in the new DL was a name and
email
address. Instead it took both the email address and the Business Fax
number,
thus creating two records for each contact. How can I select contacts
for
a
DL w/out having it include the fax numbers?
--
Randy Bratton


:

Outlook does not select members of a DL. You do. A DL would only
contain
fax
addresses if you've selected them. Clarify what you mean.
--
Russ Valentine
[MVP-Outlook]
message
Using Outlook 2007, when I create a new distribution list using
contacts
from
Business Contact Manager, it automatically adds both the email
address
and
the buisness fax number, which creates two entries for each contact.
How
can
I create a list with ONLY email addresses?