Sending emails to all email addresses of a contact

[browniebodrum]

I want to send emails to a number of organisations I have in Outlook
(2007)Contacts, where I sometimes have two or three email addresses for
different people in the organisation (and I want to include them all in the
email). In the past, I've dragged/copied the contacts to the Drafts folder,
which creates a blank message with all the primary email addresses in the
'To' field, then I've selected all the email addresses and cut and pasted
them to the BCC field. There are two main problems with this. 1. Only the
primary email address in each organisation is used. 2. By using the BCC
option, people in the SAME organisation can't see which of their colleagues
have also been sent it, which leads to confusion over who will pick up any
tasks/issues in the message. Before I start experimenting with mailmerge,
any suggestions about simpler ways to overcome these drawbacks would be most
welcome.

 

[Russ Valentine [MVP-Outlook]]

There are several ways to group recipients. It looks like none is ideal for
what you want. If you group recipients in the Contacts Folder (selecting
multiple Contacts or selecting a Category) then Outlook will use only their
primary email address. You could create groups by separate Contacts
subfolders, then use the Outlook Address Book view of that folder to select
all the addresses in that folder. You also could create a Distribution List
would allow you to include all the email addresses. Just be aware that DL's
tend to be unreliable. As long as you back them up frequently they could
work for you.

 

[Diane Poremsky [MVP]]

if you do it one at a time, Actions, Create, new message to will send it to
all 3 addresses.

--
Diane Poremsky [MVP - Outlook]



Outlook Tips by email:
mailto:[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]

You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point your
newsreader to msnews.microsoft.com.

 

[browniebodrum]

Thanks, Diane - yes, I've used that method before, but it's also quite
time-consuming... ;-)

if you do it one at a time, Actions, Create, new message to will send it to
all 3 addresses.

--
Diane Poremsky [MVP - Outlook]



Outlook Tips by email:
mailto:[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]

You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point your
newsreader to msnews.microsoft.com.

I want to send emails to a number of organisations I have in Outlook
(2007)Contacts, where I sometimes have two or three email addresses for
different people in the organisation (and I want to include them all in
the
email). In the past, I've dragged/copied the contacts to the Drafts
folder,
which creates a blank message with all the primary email addresses in the
'To' field, then I've selected all the email addresses and cut and pasted
them to the BCC field. There are two main problems with this. 1. Only
the
primary email address in each organisation is used. 2. By using the BCC
option, people in the SAME organisation can't see which of their
colleagues
have also been sent it, which leads to confusion over who will pick up any
tasks/issues in the message. Before I start experimenting with mailmerge,
any suggestions about simpler ways to overcome these drawbacks would be
most
welcome.

 

[browniebodrum]

Thanks, Russ. I've used Distribution Lists before/as well but I worry about
keeping them up to date.

Could I trouble you to elaborate on the 'create groups by separate Contacts
subfolders, then use the Outlook Address Book view of that folder to select
all the addresses in that folder' idea? Does every contact get its own
subfolder? (Wow!) I'm not sure what you mean. Or could you give me a link
to some more information to read up on?

There are several ways to group recipients. It looks like none is ideal for
what you want. If you group recipients in the Contacts Folder (selecting
multiple Contacts or selecting a Category) then Outlook will use only their
primary email address. You could create groups by separate Contacts
subfolders, then use the Outlook Address Book view of that folder to select
all the addresses in that folder. You also could create a Distribution List
would allow you to include all the email addresses. Just be aware that DL's
tend to be unreliable. As long as you back them up frequently they could
work for you.

--
Russ Valentine
[MVP-Outlook]

I want to send emails to a number of organisations I have in Outlook
(2007)Contacts, where I sometimes have two or three email addresses for
different people in the organisation (and I want to include them all in
the
email). In the past, I've dragged/copied the contacts to the Drafts
folder,
which creates a blank message with all the primary email addresses in the
'To' field, then I've selected all the email addresses and cut and pasted
them to the BCC field. There are two main problems with this. 1. Only
the
primary email address in each organisation is used. 2. By using the BCC
option, people in the SAME organisation can't see which of their
colleagues
have also been sent it, which leads to confusion over who will pick up any
tasks/issues in the message. Before I start experimenting with mailmerge,
any suggestions about simpler ways to overcome these drawbacks would be
most
welcome.

 

[Russ Valentine [MVP-Outlook]]

Since the Outlook Address Book lists every electronic address within a given
Contacts Folder, it provides an easy way to display and select every email
address in a Contacts Folder.
You create and populate the Contacts subfolder, then enable it for display
as an electronic address book in its properties.
--
Russ Valentine
[MVP-Outlook]

Thanks, Russ. I've used Distribution Lists before/as well but I worry
about
keeping them up to date.

Could I trouble you to elaborate on the 'create groups by separate
Contacts
subfolders, then use the Outlook Address Book view of that folder to
select
all the addresses in that folder' idea? Does every contact get its own
subfolder? (Wow!) I'm not sure what you mean. Or could you give me a
link
to some more information to read up on?

There are several ways to group recipients. It looks like none is ideal
for
what you want. If you group recipients in the Contacts Folder (selecting
multiple Contacts or selecting a Category) then Outlook will use only
their
primary email address. You could create groups by separate Contacts
subfolders, then use the Outlook Address Book view of that folder to
select
all the addresses in that folder. You also could create a Distribution
List
would allow you to include all the email addresses. Just be aware that
DL's
tend to be unreliable. As long as you back them up frequently they could
work for you.

--
Russ Valentine
[MVP-Outlook]
message

I want to send emails to a number of organisations I have in Outlook
(2007)Contacts, where I sometimes have two or three email addresses for
different people in the organisation (and I want to include them all in
the
email). In the past, I've dragged/copied the contacts to the Drafts
folder,
which creates a blank message with all the primary email addresses in
the
'To' field, then I've selected all the email addresses and cut and
pasted
them to the BCC field. There are two main problems with this. 1. Only
the
primary email address in each organisation is used. 2. By using the
BCC
option, people in the SAME organisation can't see which of their
colleagues
have also been sent it, which leads to confusion over who will pick up
any
tasks/issues in the message. Before I start experimenting with
mailmerge,
any suggestions about simpler ways to overcome these drawbacks would be
most
welcome.

 

[browniebodrum]

I see... But it seems in Outlook 200 there's a bug affecting this operation
- Diane Poremsky says in a couple of posts: If you are using Outlook 2007 and
the the checkbox is grayed, you'll need to make a new profile as you can't
add the Outlook Address Book service due to a bug.

I'm reluctant to create a new profile - I'm not sure I know what I'm doing -
doesn't it mean re-creating my email accounts? I've had to do it in previous
versions of Outlook when I couldn't get rid of ghost pst folders. Since
Outlook 2007 is otherwise behaving itself, I'm reluctant to mess with
anything I don't properly understand...

Since the Outlook Address Book lists every electronic address within a given
Contacts Folder, it provides an easy way to display and select every email
address in a Contacts Folder.
You create and populate the Contacts subfolder, then enable it for display
as an electronic address book in its properties.
--
Russ Valentine
[MVP-Outlook]

Thanks, Russ. I've used Distribution Lists before/as well but I worry
about
keeping them up to date.

Could I trouble you to elaborate on the 'create groups by separate
Contacts
subfolders, then use the Outlook Address Book view of that folder to
select
all the addresses in that folder' idea? Does every contact get its own
subfolder? (Wow!) I'm not sure what you mean. Or could you give me a
link
to some more information to read up on?

There are several ways to group recipients. It looks like none is ideal
for
what you want. If you group recipients in the Contacts Folder (selecting
multiple Contacts or selecting a Category) then Outlook will use only
their
primary email address. You could create groups by separate Contacts
subfolders, then use the Outlook Address Book view of that folder to
select
all the addresses in that folder. You also could create a Distribution
List
would allow you to include all the email addresses. Just be aware that
DL's
tend to be unreliable. As long as you back them up frequently they could
work for you.

--
Russ Valentine
[MVP-Outlook]
message
I want to send emails to a number of organisations I have in Outlook
(2007)Contacts, where I sometimes have two or three email addresses for
different people in the organisation (and I want to include them all in
the
email). In the past, I've dragged/copied the contacts to the Drafts
folder,
which creates a blank message with all the primary email addresses in
the
'To' field, then I've selected all the email addresses and cut and
pasted
them to the BCC field. There are two main problems with this. 1. Only
the
primary email address in each organisation is used. 2. By using the
BCC
option, people in the SAME organisation can't see which of their
colleagues
have also been sent it, which leads to confusion over who will pick up
any
tasks/issues in the message. Before I start experimenting with
mailmerge,
any suggestions about simpler ways to overcome these drawbacks would be
most
welcome.

 

[Russ Valentine [MVP-Outlook]]

It is axiomatic that if your Outlook Address Book Service does not work you
cannot use it. I had no reason to suspect your Outlook Address Book Service
did not work. Fix it. We have countless posts here to tell you how to do so.
How you broke yours will determine which fix you use and you should never be
hesitant to create a new Outlook profile. Instructions abound:
http://support.microsoft.com/default.aspx?scid=kb;en-us;829918&Product=out2003
--
Russ Valentine
[MVP-Outlook]

I see... But it seems in Outlook 200 there's a bug affecting this
operation
- Diane Poremsky says in a couple of posts: If you are using Outlook 2007
and
the the checkbox is grayed, you'll need to make a new profile as you can't
add the Outlook Address Book service due to a bug.

I'm reluctant to create a new profile - I'm not sure I know what I'm
doing -
doesn't it mean re-creating my email accounts? I've had to do it in
previous
versions of Outlook when I couldn't get rid of ghost pst folders. Since
Outlook 2007 is otherwise behaving itself, I'm reluctant to mess with
anything I don't properly understand...

Since the Outlook Address Book lists every electronic address within a
given
Contacts Folder, it provides an easy way to display and select every
email
address in a Contacts Folder.
You create and populate the Contacts subfolder, then enable it for
display
as an electronic address book in its properties.
--
Russ Valentine
[MVP-Outlook]
message

Thanks, Russ. I've used Distribution Lists before/as well but I worry
about
keeping them up to date.

Could I trouble you to elaborate on the 'create groups by separate
Contacts
subfolders, then use the Outlook Address Book view of that folder to
select
all the addresses in that folder' idea? Does every contact get its own
subfolder? (Wow!) I'm not sure what you mean. Or could you give me a
link
to some more information to read up on?

:

There are several ways to group recipients. It looks like none is
ideal
for
what you want. If you group recipients in the Contacts Folder
(selecting
multiple Contacts or selecting a Category) then Outlook will use only
their
primary email address. You could create groups by separate Contacts
subfolders, then use the Outlook Address Book view of that folder to
select
all the addresses in that folder. You also could create a Distribution
List
would allow you to include all the email addresses. Just be aware that
DL's
tend to be unreliable. As long as you back them up frequently they
could
work for you.

--
Russ Valentine
[MVP-Outlook]
message
I want to send emails to a number of organisations I have in Outlook
(2007)Contacts, where I sometimes have two or three email addresses
for
different people in the organisation (and I want to include them all
in
the
email). In the past, I've dragged/copied the contacts to the Drafts
folder,
which creates a blank message with all the primary email addresses
in
the
'To' field, then I've selected all the email addresses and cut and
pasted
them to the BCC field. There are two main problems with this. 1.
Only
the
primary email address in each organisation is used. 2. By using the
BCC
option, people in the SAME organisation can't see which of their
colleagues
have also been sent it, which leads to confusion over who will pick
up
any
tasks/issues in the message. Before I start experimenting with
mailmerge,
any suggestions about simpler ways to overcome these drawbacks would
be
most
welcome.

 

[Diane Poremsky [MVP]]

What he's saying is to create subfolders in Contacts and move or copy the
contacts you need to use on a mailing into that folder - when its enabled as
an address book all 3 email addresses will be listed - select all and send.

my suggestion would be to copy the contacts you need to send mail to, to
this folder, then delete the contacts from the folder - keep the folder in
outlook so its ready the next time you need to send a mailing out.

--
Diane Poremsky [MVP - Outlook]



Outlook Tips by email:
mailto:[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]

You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point your
newsreader to msnews.microsoft.com.

Thanks, Russ. I've used Distribution Lists before/as well but I worry
about
keeping them up to date.

Could I trouble you to elaborate on the 'create groups by separate
Contacts
subfolders, then use the Outlook Address Book view of that folder to
select
all the addresses in that folder' idea? Does every contact get its own
subfolder? (Wow!) I'm not sure what you mean. Or could you give me a
link
to some more information to read up on?

There are several ways to group recipients. It looks like none is ideal
for
what you want. If you group recipients in the Contacts Folder (selecting
multiple Contacts or selecting a Category) then Outlook will use only
their
primary email address. You could create groups by separate Contacts
subfolders, then use the Outlook Address Book view of that folder to
select
all the addresses in that folder. You also could create a Distribution
List
would allow you to include all the email addresses. Just be aware that
DL's
tend to be unreliable. As long as you back them up frequently they could
work for you.

--
Russ Valentine
[MVP-Outlook]
message

I want to send emails to a number of organisations I have in Outlook
(2007)Contacts, where I sometimes have two or three email addresses for
different people in the organisation (and I want to include them all in
the
email). In the past, I've dragged/copied the contacts to the Drafts
folder,
which creates a blank message with all the primary email addresses in
the
'To' field, then I've selected all the email addresses and cut and
pasted
them to the BCC field. There are two main problems with this. 1. Only
the
primary email address in each organisation is used. 2. By using the
BCC
option, people in the SAME organisation can't see which of their
colleagues
have also been sent it, which leads to confusion over who will pick up
any
tasks/issues in the message. Before I start experimenting with
mailmerge,
any suggestions about simpler ways to overcome these drawbacks would be
most
welcome.

 

[browniebodrum]

Again, thanks Diane - an excellent, clear response. Exactly what I needed to
do.

What he's saying is to create subfolders in Contacts and move or copy the
contacts you need to use on a mailing into that folder - when its enabled as
an address book all 3 email addresses will be listed - select all and send.

my suggestion would be to copy the contacts you need to send mail to, to
this folder, then delete the contacts from the folder - keep the folder in
outlook so its ready the next time you need to send a mailing out.

--
Diane Poremsky [MVP - Outlook]



Outlook Tips by email:
mailto:[email protected]

EMO - a weekly newsletter about Outlook and Exchange:
mailto:[email protected]

You can access this newsgroup by visiting
http://www.microsoft.com/office/community/en-us/default.mspx or point your
newsreader to msnews.microsoft.com.

Thanks, Russ. I've used Distribution Lists before/as well but I worry
about
keeping them up to date.

Could I trouble you to elaborate on the 'create groups by separate
Contacts
subfolders, then use the Outlook Address Book view of that folder to
select
all the addresses in that folder' idea? Does every contact get its own
subfolder? (Wow!) I'm not sure what you mean. Or could you give me a
link
to some more information to read up on?

There are several ways to group recipients. It looks like none is ideal
for
what you want. If you group recipients in the Contacts Folder (selecting
multiple Contacts or selecting a Category) then Outlook will use only
their
primary email address. You could create groups by separate Contacts
subfolders, then use the Outlook Address Book view of that folder to
select
all the addresses in that folder. You also could create a Distribution
List
would allow you to include all the email addresses. Just be aware that
DL's
tend to be unreliable. As long as you back them up frequently they could
work for you.

--
Russ Valentine
[MVP-Outlook]
message
I want to send emails to a number of organisations I have in Outlook
(2007)Contacts, where I sometimes have two or three email addresses for
different people in the organisation (and I want to include them all in
the
email). In the past, I've dragged/copied the contacts to the Drafts
folder,
which creates a blank message with all the primary email addresses in
the
'To' field, then I've selected all the email addresses and cut and
pasted
them to the BCC field. There are two main problems with this. 1. Only
the
primary email address in each organisation is used. 2. By using the
BCC
option, people in the SAME organisation can't see which of their
colleagues
have also been sent it, which leads to confusion over who will pick up
any
tasks/issues in the message. Before I start experimenting with
mailmerge,
any suggestions about simpler ways to overcome these drawbacks would be
most
welcome.