Groups: Multiple Addresses Per Contact

[nanners]

Version: 2004
Operating System: Mac OS X 10.4 (Tiger)
Processor: Intel
Email Client: pop

I have set up a group and most of my 93 contacts have multiple email accounts. I need to send to this group using all the email addresses for each contact. How can I do this? It is only allowing a default address for each contact in the group. I don't need defaults. I need them all without entering each one manually. Please advise...

 

[Diane Ross]

I have set up a group and most of my 93 contacts have multiple email accounts.
I need to send to this group using all the email addresses for each contact.
How can I do this? It is only allowing a default address for each contact in
the group. I don't need defaults. I need them all without entering each one
manually. Please advise...

There is no way to do this except adding each address. Are you sure they
want to receive the same message at every address? This is not proper email
etiquette.

 

[nanners]

I am positive they want it at all addresses - regardless of etiquette. I am a teacher and the address book is created by student names. Each email address is for the student and the parents. Thanks for etiquette tip anyway.

 

[William Smith [MVP]]

I have set up a group and most of my 93 contacts have multiple email
accounts. I need to send to this group using all the email addresses
for each contact. How can I do this? It is only allowing a default
address for each contact in the group. I don't need defaults. I need
them all without entering each one manually. Please advise...

A common perception is that Entourage Groups are really groups of
Contact records. They're not.

When you add a Contact record to a Group you are really just copying the
default E-mail address to that Group. You can delete the Contact record
after adding it to a Group but that will not remove the address from the
Group.

Likewise, you can also have a Group of E-mail addresses without
necessarily having a Contact record containing any of those addresses.

Hope this helps!

--

bill

Entourage Help Page <http://entourage.mvps.org/>
Entourage Help Blog <http://blog.entourage.mvps.org/>
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[Diane Ross]

When you add a Contact record to a Group you are really just copying the
default E-mail address to that Group. You can delete the Contact record
after adding it to a Group but that will not remove the address from the
Group.

Likewise, you can also have a Group of E-mail addresses without
necessarily having a Contact record containing any of those addresses.

If you might have noticed, when you export data from Entourage, it warns
'groups will not be exported'. This can have disastrous results if you are
having to recovery your Identity if those group members were not also in the
Address Book.

My suggestion is to add a category named "Group: xxx" to each group member.
XXX would be the name of the group, like soccer, class xx. Contacts can be
assigned multiple categories.

By started each with the name "group" it makes it easier to find the correct
group rather than trying to remember the exact name you assigned when
addressing to a group.

You also stated:

I am positive they want it at all addresses - regardless of etiquette. I am a
teacher and the address book is created by student names. Each email address
is for the student and the parents. Thanks for etiquette tip anyway.

This is the first example I've seen where it really is OK to send to
multiple addresses.

The only way solution around having to copy the other addresses for this
contact for your group is to create a second contact for the parents.
Perhaps something like this would keep the two contacts linked.

Student is John Doe. You create a contact for John Doe. Create a contact for
the parent as parent Doe. They sort by last name so would be together. To
further keep them together, use the student's first name in the nickname
field. This would help when you have students with same last name.

You would then see the Address Book like this:
Doe John
Doe parent John

Entourage 2008 has the ability to show First Name and Last Name. I would add
Nickname column too. Then drag them so they show in this order: last name,
first name, nickname.

<http://www.entourage.mvps.org/ng_views/column_view.html>

Hope this helps!