Need dynamic contact list for mailings, etc.

[Stoke]

We are using Outlook 2007 on our network with a Public Folder that has all of
our corporate contacts in it. We'd like to be able to separate off entries
by various items - maybe category, zip code, birthdate - and create either
mail merges, or email lists.

Up till now, we've done this by making a separate folder containing the
Outlook entries in it we want to use, and then processing our mail merge, or
sending it to Constant Contact for mass emailing. But if we have changes to
the addresses, we have to make them in multiple places. I want to be able to
do it all from one place -
So 1 - How do I get all users on our network to have the same cateegories
listed in Outlook?

2 - Does Outlook support this dynamic mailing list concept, or do I need an
add-on? Any recommendations? Thanks - Carolyn

 

[Beth Melton]

What are you using for Mail Merge? Word? If so it has the ability to create
simple query criteria (filter) to narrow down your contacts based on
contents in a specific field. If you want to assign various contacts to
specific categories then the easiest way to use them in a mail merge is to
view your Contacts by category, select all contacts in the category (select
the Category header and all Contacts in that category will be selected), use
the Tools/Mail Merge command, use the "Selected Contacts" Option, and follow
the rest of the steps.

~Beth Melton
Microsoft Office MVP

 

[Stoke]

I am encountering a couple of problems with that. When I use the Contacts,
The Mail Merge in Word is going to my personal contacts, and not the Public
Folder. I can't seem to get it to recognize the Public folder that has all
the information.

Second issue with this approach is how do I get the Users of the Public
Folder to have the same Categories displayed? If I could answer these
questions, I think I can make it work.... Thanks

 

[Beth Melton]

Have you tried starting the Mail Merge from Outlook when viewing the Public
Contacts? (Tools/Mail Merge)

For shared categories take a look at this article:
http://technet.microsoft.com/en-us/library/cc179073.aspx

~Beth Melton
Microsoft Office MVP