Exporting distribution lists

[Lee D.]

I conduct media relations which requires sending news releases via Outlook --
sometimes with attachments. To back up my Outlook contacts in a form to which
I can distribute in an emergency, I export them to Microsoft Excel. That way
I can distribute to those contacts via e-mail using merge mail if I need to.
But I've found that the only way I can distribute to separate lists and
attach files is through Outlook.

The optimal way for me to maintain my contacts within Outlook is as separate
lists. But our network only seems to back up my list marked "Contacts."

For Outlook distribution purposes, I can keep distribution lists within the
contacts universe, but I've found that I cannot export contacts in
distribution lists separately to Excel -- to do that I need to create
separate lists. But as I said, if I keep one big universe marked "contacts,"
I can only export the entire list -- I cannot export distribution list
contacts separately.

So here are my questions:
1. Assuming our computer network only backs up the main "contacts" list, is
there any way to export to Excel sub lists from that universe which are kept
in Outlook as distribution lists.
2. If the answer to question #1 is "no," is there a way I can set up
separate contact lists so that I can be sure they are backed up by our
network?
3. If Outlook only backs up the list named "contacts" for individual users,
is there a way to set up each contact to enable sorting when I export to
Excel?

Thank you, I hope you can understand this query.

 

[Russ Valentine [MVP-Outlook]]

Very confusing post.
Since mail merges cannot use DL's, I don't understand why you would be
trying to export DL's.
I don't understand what your "network backup" (whatever that means) has to
do with any of this. Outlook does not backup anything. You did not specify
what type of backup this is. I see no reason a backup wouldn't include
whatever Contact Folders you have created.
What do you mean by "sub-lists?" You can export more than one Contact Folder
if you have chosen to separate your Contacts into separate folders.
Clarify what you need to achieve.

 

[Judy Gleeson \(MVP Outlook\)]

You can email merge to Outlook Contacts but NOT Distribution Lists and this
can be done without needing to export to Excel.

You would probably benefit from using Categories as this manages well when
some Contacts need to be on more than one "list". You can also then email
merge to the entire Folder in one go - saving you time and effort.

Otherwise, just make a few Contacts Folders and place people in them.
Mailmerge to each Folder as required.

There are many posts in the newsgroups about how to email merge from Outlook
Contacts - try the Contacts newsgroup for details.

Regards

Judy Gleeson
MVP Outlook

www.judygleeson.com
www.deskdoctors.com
Want to be more productive? Outlook 2003 user? Read "7 settings all Outlook
2003 users should change" at www.pragmatix.com.au

Very confusing post.
Since mail merges cannot use DL's, I don't understand why you would be
trying to export DL's.
I don't understand what your "network backup" (whatever that means) has to
do with any of this. Outlook does not backup anything. You did not specify
what type of backup this is. I see no reason a backup wouldn't include
whatever Contact Folders you have created.
What do you mean by "sub-lists?" You can export more than one Contact
Folder if you have chosen to separate your Contacts into separate folders.
Clarify what you need to achieve.
--
Russ Valentine
[MVP-Outlook]

I conduct media relations which requires sending news releases via
Outlook --
sometimes with attachments. To back up my Outlook contacts in a form to
which
I can distribute in an emergency, I export them to Microsoft Excel. That
way
I can distribute to those contacts via e-mail using merge mail if I need
to.
But I've found that the only way I can distribute to separate lists and
attach files is through Outlook.

The optimal way for me to maintain my contacts within Outlook is as
separate
lists. But our network only seems to back up my list marked "Contacts."

For Outlook distribution purposes, I can keep distribution lists within
the
contacts universe, but I've found that I cannot export contacts in
distribution lists separately to Excel -- to do that I need to create
separate lists. But as I said, if I keep one big universe marked
"contacts,"
I can only export the entire list -- I cannot export distribution list
contacts separately.

So here are my questions:
1. Assuming our computer network only backs up the main "contacts" list,
is
there any way to export to Excel sub lists from that universe which are
kept
in Outlook as distribution lists.
2. If the answer to question #1 is "no," is there a way I can set up
separate contact lists so that I can be sure they are backed up by our
network?
3. If Outlook only backs up the list named "contacts" for individual
users,
is there a way to set up each contact to enable sorting when I export to
Excel?

Thank you, I hope you can understand this query.