manage distribution list

[pancake]

hey

At work I need to keep track of a large contact list and some distribution
list.
They change like almost evryday, and i need to keep the names and e-mails
and to wich distribution list they belong also in excell. And i'm spending
more time on keeping track who is in what distribution list and what there
e-mail is.

So anybody got any idee on how it can go automatic? I make change's in
excell it update's outlook(server contact list) completly or i update outlook
and that one update's the excell. or what also would be helpfull is that i
could export data from contact to excell containing also to which
distribution list they belong.

Thanks.

 

[Brian Tillman]

At work I need to keep track of a large contact list and some
distribution list.
They change like almost evryday, and i need to keep the names and
e-mails and to wich distribution list they belong also in excell. And
i'm spending more time on keeping track who is in what distribution
list and what there e-mail is.

Consider using categories instead of DLs.

 

[pancake]

Hi thx i have been reading about the catogories.
But now how do i set them up since i only see one catogerie kolum in
outlook(2003)
but if person X needs to be in cat1,2 and 3 how do you do that.

And most of all cna you combine it whit mail merge so i can send to
specifiek multi cat. at once in the to field so i still now to who is sended
it and they get a mail whitout evrybody's mail adress in it.

And than finally how can i prepare a Excell for the import?

Greets
pancake

 

[Brian Tillman]

Hi thx i have been reading about the catogories.
But now how do i set them up since i only see one catogerie kolum in
outlook(2003)
but if person X needs to be in cat1,2 and 3 how do you do that.

Open the contact record, click Categories and choose as many as you like.

And most of all cna you combine it whit mail merge so i can send to
specifiek multi cat. at once in the to field so i still now to who is
sended it and they get a mail whitout evrybody's mail adress in it.

Mail merge is a little more problematic, since mail merge can't use
categories (but then, mail merge can't use DLs, either). If I were doing
this, I'd make a temporary contacts folder, display my original in the By
Category view, select the category for the mail merge, and copy it to the
temp contacts folder. The mail merge can use that folder. When done, I'd
simply delete the folder.

And than finally how can i prepare a Excell for the import?

Why would you need an external contacts list if you manage it all in
Outlook?

 

[pancake]

hey

I need a excell becausse i can't change the way we my other college's view
who is in what dl and who is in outlook. (we keep the contacts in outlook on
the server)

But i can export from outlook to excell so that would not be the problem
anymore.
The only thing i can't seem to find is how do i send from whitin outlook to
a categorie? I know it maybe sounds stupid but i really can't find it i look
it the help but there is only how to set them up, I found how i can add them
to multi cat. But not how to send to them. So if you could help me whit that
one my problem is solved.

thx
pancake

 

[Russ Valentine [MVP-Outlook]]

Mail merge can use categories if you start the merge from Outlook.

 

[Brian Tillman]

The only thing i can't seem to find is how do i send from whitin
outlook to a categorie? I know it maybe sounds stupid but i really
can't find it i look it the help but there is only how to set them
up, I found how i can add them to multi cat. But not how to send to
them. So if you could help me whit that one my problem is solved.

One way to send to a category is to display the contacts in the By Category
view, then select the category and click Actions>New Message to Contact.
Otherwise, I already explained what I'd do for the mail merge.

 

[Brian Tillman]

Mail merge can use categories if you start the merge from Outlook.

Ah! I'd never used that ability.