Distribution List & Outlook 2003

[Terry M]

Hello:

I am using Outlook 2003. I would like to create a distribution list
for a category within Outlook contacts. Is there a way to import the
category into the new distribution list without having to enter each
contact one by one?

Thanks in advance.

Terry

 

[Russ Valentine [MVP-Outlook]]

No easy way.
You can change the Contacts Folder View to by Category. Right click and drag
the entire Category you want to a newly created Contacts subfolder then
choose Copy. Make sure the new subfolder has been enabled as an email
address book by right clicking on it and choosing Properties > Outlook
Address Book Tab > and check the box to enable as email address book. Create
your new Distribution List and make sure the Show Names drop down field
points to this new subfolder then shift select all the contacts and you're
finally done.

 

[Terry M]

No easy way.
You can change the Contacts Folder View to by Category. Right click and drag
the entire Category you want to a newly created Contacts subfolder then
choose Copy. Make sure the new subfolder has been enabled as an email
address book by right clicking on it and choosing Properties > Outlook
Address Book Tab > and check the box to enable as email address book. Create
your new Distribution List and make sure the Show Names drop down field
points to this new subfolder then shift select all the contacts and you're
finally done.

Hi Russ & thanks for the reply.

Found this with Google.

***

Did you know you can use Categories to create dynamic distribution
lists in your Contacts folder? When you need to add or remove names
from a group mailing list, you only need to add the category to or
remove it from the contacts. When an email address changes, you only
need to update their contact form, not the distribution lists they are
members of.

Send a message or meeting request to the group or create appointments
or tasks, by opening the Contacts folder and use the Group By Category
view and select the desired group. Choose the desired action from the
Actions menu.

***

It worked as a one time shot - need to try and add them and save
though.

Thanks again.

Terry

 

[Russ Valentine [MVP-Outlook]]

Of course, but that was not your question. You asked how to create a DL so I
assumed that was what you wanted to do.
Personally, I never use DL's. They are buggy and unreliable. Using the view
by Category is much better.

 

[Manisha]

So if I want to switch from using distribution lists to categories
what is the easiest way to assign everyone in a distribution list with
a category?

Thanks,
Manisha

Of course, but that was not your question. You asked how to create a DL so I
assumed that was what you wanted to do.
Personally, I never use DL's. They are buggy and unreliable. Using the view
by Category is much better.
--
Russ Valentine
[MVP-Outlook]

Hi Russ & thanks for the reply.

Found this with Google.

***

Did you know you can use Categories to create dynamic distribution
lists in your Contacts folder? When you need to add or remove names
from a group mailing list, you only need to add the category to or
remove it from the contacts. When an email address changes, you only
need to update their contact form, not the distribution lists they are
members of.

Send a message or meeting request to the group or create appointments
or tasks, by opening the Contacts folder and use the Group By Category
view and select the desired group. Choose the desired action from the
Actions menu.

***

It worked as a one time shot - need to try and add them and save
though.

Thanks again.

Terry

 

[Russ Valentine [MVP-Outlook]]

Don't know of any. DL's are pretty much a dead end. You can't use the DL
interface for any kind of data manipulation. Someone may know of some code
that could automate the process.

--
Russ Valentine
[MVP-Outlook]

So if I want to switch from using distribution lists to categories
what is the easiest way to assign everyone in a distribution list with
a category?

Thanks,
Manisha

"Russ Valentine [MVP-Outlook]" <[email protected]> wrote in message

Of course, but that was not your question. You asked how to create a DL so I
assumed that was what you wanted to do.
Personally, I never use DL's. They are buggy and unreliable. Using the view
by Category is much better.
--
Russ Valentine
[MVP-Outlook]

On Tue, 6 Jan 2004 16:30:12 -0500, "Russ Valentine [MVP-Outlook]"

No easy way.
You can change the Contacts Folder View to by Category. Right click

and
drag

the entire Category you want to a newly created Contacts subfolder then
choose Copy. Make sure the new subfolder has been enabled as an email
address book by right clicking on it and choosing Properties > Outlook
Address Book Tab > and check the box to enable as email address book. Create
your new Distribution List and make sure the Show Names drop down field
points to this new subfolder then shift select all the contacts and you're
finally done.

Hi Russ & thanks for the reply.

Found this with Google.

***

Did you know you can use Categories to create dynamic distribution
lists in your Contacts folder? When you need to add or remove names
from a group mailing list, you only need to add the category to or
remove it from the contacts. When an email address changes, you only
need to update their contact form, not the distribution lists they are
members of.

Send a message or meeting request to the group or create appointments
or tasks, by opening the Contacts folder and use the Group By Category
view and select the desired group. Choose the desired action from the
Actions menu.

***

It worked as a one time shot - need to try and add them and save
though.

Thanks again.

Terry