Using Categories in Distribution Lists (Outlook 2003)

[Robert A]

I'd like to send a broadcast to all my clients, and set up a Distribution to
do so. Each of my Contacts has a Category associated with it. Is there any
way to setup a Distribution list using my predefined Categoies?
Alternatively, can I send an email to all the Contacts whose Categories are
named "Clients?

Thank you,
Robert

 

[Russ Valentine [MVP-Outlook]]

If you've gone to the trouble of creating Categories, there is little need
to create a DL. You can use a Category in lieu of a DL, and it is far more
reliable.
http://www.outlook-tips.net/archives/2003/20030730.htm

 

[John A Hansen]

Dear Russ:

Will the email address in Category transfer to the next upgrade ie 2007 etc.

I had that problem in transferring my category listing from OL 200 to OL
2003
ie I lost all the email address in the category and had to reconstruct the
entire
groups > PITA

Best Regards
John A Hansen

If you've gone to the trouble of creating Categories, there is little need
to create a DL. You can use a Category in lieu of a DL, and it is far more
reliable.
http://www.outlook-tips.net/archives/2003/20030730.htm

--
Russ Valentine
[MVP-Outlook]

I'd like to send a broadcast to all my clients, and set up a Distribution
to
do so. Each of my Contacts has a Category associated with it. Is there
any
way to setup a Distribution list using my predefined Categoies?
Alternatively, can I send an email to all the Contacts whose Categories
are
named "Clients?

Thank you,
Robert

 

[Robert A]

Well, I read your link, but I'm running into a few problems.

The first issue is that if the Current View is by Category, I can't sort and
group by individiual categories. I can sort by name, and by other criteria,
but not by Category.

Assuming this is overcome, how do I select a specific group of a single
Category and send it as an email?

Thank you for your patience and help.

Robert

If you've gone to the trouble of creating Categories, there is little need
to create a DL. You can use a Category in lieu of a DL, and it is far more
reliable.
http://www.outlook-tips.net/archives/2003/20030730.htm

--
Russ Valentine
[MVP-Outlook]

I'd like to send a broadcast to all my clients, and set up a Distribution
to
do so. Each of my Contacts has a Category associated with it. Is there
any
way to setup a Distribution list using my predefined Categoies?
Alternatively, can I send an email to all the Contacts whose Categories
are
named "Clients?

Thank you,
Robert

 

[Russ Valentine [MVP-Outlook]]

Category sort is meaningless and impossible, since any contact may be listed
under multiple categories. You can group by Category.
--
Russ Valentine
[MVP-Outlook]

Well, I read your link, but I'm running into a few problems.

The first issue is that if the Current View is by Category, I can't sort
and
group by individiual categories. I can sort by name, and by other
criteria,
but not by Category.

Assuming this is overcome, how do I select a specific group of a single
Category and send it as an email?

Thank you for your patience and help.

Robert

If you've gone to the trouble of creating Categories, there is little
need
to create a DL. You can use a Category in lieu of a DL, and it is far
more
reliable.
http://www.outlook-tips.net/archives/2003/20030730.htm

--
Russ Valentine
[MVP-Outlook]

I'd like to send a broadcast to all my clients, and set up a
Distribution
to
do so. Each of my Contacts has a Category associated with it. Is
there
any
way to setup a Distribution list using my predefined Categoies?
Alternatively, can I send an email to all the Contacts whose Categories
are
named "Clients?

Thank you,
Robert

 

[Robert A]

Russ, I answered part of the questions that I raised in my reply before it
posted. Now I've got it to work, although I'm amazed that you have to jump
through all these hoops to get it done.

Now the last remaining question is 1. Why can't you sort by Categories, and
2. Is there any way to get the email addresses to go directly to the Bcc line
instead of the To line?

-Robert

 

[Russ Valentine [MVP-Outlook]]

Categories should always remain assigned correctly when you migrate data
properly. What won't transfer from some versions is custom Categories, since
they used to be stored in the registry instead of the PST file.
http://www.slipstick.com/outlook/olcat.htm

--
Russ Valentine
[MVP-Outlook]

Dear Russ:

Will the email address in Category transfer to the next upgrade ie 2007
etc.

I had that problem in transferring my category listing from OL 200 to OL
2003
ie I lost all the email address in the category and had to reconstruct
the entire
groups > PITA

Best Regards
John A Hansen

If you've gone to the trouble of creating Categories, there is little
need to create a DL. You can use a Category in lieu of a DL, and it is
far more reliable.
http://www.outlook-tips.net/archives/2003/20030730.htm

--
Russ Valentine
[MVP-Outlook]

I'd like to send a broadcast to all my clients, and set up a
Distribution to
do so. Each of my Contacts has a Category associated with it. Is there
any
way to setup a Distribution list using my predefined Categoies?
Alternatively, can I send an email to all the Contacts whose Categories
are
named "Clients?

Thank you,
Robert

 

[Russ Valentine [MVP-Outlook]]

You cannot place the addresses directly in the BCC field. You have to cut
and paste.

 

[Robert A]

Okay I'm with you so far. Now, is there a way to post a Category List to a
Distribution List (DL) so that as the contents of the Category changes the
Distribution List is dynamically updated.

By way of example, let say I want to have a DL called "Client List", and I
want that list to pull all addresses from Categories labels "Clients." Can
this be done? The main reason I'd want to go here is simplicity -- I can put
the name "Client List" in Bcc field of my email and be done. Is the doable?

You cannot place the addresses directly in the BCC field. You have to cut
and paste.
--
Russ Valentine
[MVP-Outlook]

Russ, I answered part of the questions that I raised in my reply before it
posted. Now I've got it to work, although I'm amazed that you have to
jump
through all these hoops to get it done.

Now the last remaining question is 1. Why can't you sort by Categories,
and
2. Is there any way to get the email addresses to go directly to the Bcc
line
instead of the To line?

-Robert

 

[Russ Valentine [MVP-Outlook]]

It is, but as I said, it doesn't work as well as using Categories. DL's will
not update automatically. Categories, by definition, will retain any change
you make to their member Contacts.
--
Russ Valentine
[MVP-Outlook]

Okay I'm with you so far. Now, is there a way to post a Category List to
a
Distribution List (DL) so that as the contents of the Category changes the
Distribution List is dynamically updated.

By way of example, let say I want to have a DL called "Client List", and I
want that list to pull all addresses from Categories labels "Clients."
Can
this be done? The main reason I'd want to go here is simplicity -- I can
put
the name "Client List" in Bcc field of my email and be done. Is the
doable?

You cannot place the addresses directly in the BCC field. You have to cut
and paste.
--
Russ Valentine
[MVP-Outlook]

Russ, I answered part of the questions that I raised in my reply before
it
posted. Now I've got it to work, although I'm amazed that you have to
jump
through all these hoops to get it done.

Now the last remaining question is 1. Why can't you sort by Categories,
and
2. Is there any way to get the email addresses to go directly to the
Bcc
line
instead of the To line?

-Robert

:

I'd like to send a broadcast to all my clients, and set up a
Distribution
to
do so. Each of my Contacts has a Category associated with it. Is
there
any
way to setup a Distribution list using my predefined Categoies?
Alternatively, can I send an email to all the Contacts whose
Categories
are
named "Clients?

Thank you,
Robert

 

[Robert A]

So, to make sure I understand correctly, if a given Category is used in a DL,
and the addresses and/or names associated with that Category change, the DL
will not automatically update? If true, is this any different in Outlook
2007?

It is, but as I said, it doesn't work as well as using Categories. DL's will
not update automatically. Categories, by definition, will retain any change
you make to their member Contacts.
--
Russ Valentine
[MVP-Outlook]

Okay I'm with you so far. Now, is there a way to post a Category List to
a
Distribution List (DL) so that as the contents of the Category changes the
Distribution List is dynamically updated.

By way of example, let say I want to have a DL called "Client List", and I
want that list to pull all addresses from Categories labels "Clients."
Can
this be done? The main reason I'd want to go here is simplicity -- I can
put
the name "Client List" in Bcc field of my email and be done. Is the
doable?

You cannot place the addresses directly in the BCC field. You have to cut
and paste.
--
Russ Valentine
[MVP-Outlook]
Russ, I answered part of the questions that I raised in my reply before
it
posted. Now I've got it to work, although I'm amazed that you have to
jump
through all these hoops to get it done.

Now the last remaining question is 1. Why can't you sort by Categories,
and
2. Is there any way to get the email addresses to go directly to the
Bcc
line
instead of the To line?

-Robert

:

I'd like to send a broadcast to all my clients, and set up a
Distribution
to
do so. Each of my Contacts has a Category associated with it. Is
there
any
way to setup a Distribution list using my predefined Categoies?
Alternatively, can I send an email to all the Contacts whose
Categories
are
named "Clients?

Thank you,
Robert

 

[Diane Poremsky [MVP]]

A true DL will not update.

Why not use a true dynamic dl - aka group by category view?
http://www.outlook-tips.net/archives/2003/20030730.htm

So, to make sure I understand correctly, if a given Category is used in a
DL,
and the addresses and/or names associated with that Category change, the
DL
will not automatically update? If true, is this any different in Outlook
2007?

It is, but as I said, it doesn't work as well as using Categories. DL's
will
not update automatically. Categories, by definition, will retain any
change
you make to their member Contacts.
--
Russ Valentine
[MVP-Outlook]

Okay I'm with you so far. Now, is there a way to post a Category List
to
a
Distribution List (DL) so that as the contents of the Category changes
the
Distribution List is dynamically updated.

By way of example, let say I want to have a DL called "Client List",
and I
want that list to pull all addresses from Categories labels "Clients."
Can
this be done? The main reason I'd want to go here is simplicity -- I
can
put
the name "Client List" in Bcc field of my email and be done. Is the
doable?

:

You cannot place the addresses directly in the BCC field. You have to
cut
and paste.
--
Russ Valentine
[MVP-Outlook]
Russ, I answered part of the questions that I raised in my reply
before
it
posted. Now I've got it to work, although I'm amazed that you have
to
jump
through all these hoops to get it done.

Now the last remaining question is 1. Why can't you sort by
Categories,
and
2. Is there any way to get the email addresses to go directly to the
Bcc
line
instead of the To line?

-Robert

:

I'd like to send a broadcast to all my clients, and set up a
Distribution
to
do so. Each of my Contacts has a Category associated with it. Is
there
any
way to setup a Distribution list using my predefined Categoies?
Alternatively, can I send an email to all the Contacts whose
Categories
are
named "Clients?

Thank you,
Robert

 

[Russ Valentine [MVP-Outlook]]

You can't use a Category _in_ a DL. I told you to use the Category in lieu
of a DL, and why.
--
Russ Valentine
[MVP-Outlook]

So, to make sure I understand correctly, if a given Category is used in a
DL,
and the addresses and/or names associated with that Category change, the
DL
will not automatically update? If true, is this any different in Outlook
2007?

It is, but as I said, it doesn't work as well as using Categories. DL's
will
not update automatically. Categories, by definition, will retain any
change
you make to their member Contacts.
--
Russ Valentine
[MVP-Outlook]

Okay I'm with you so far. Now, is there a way to post a Category List
to
a
Distribution List (DL) so that as the contents of the Category changes
the
Distribution List is dynamically updated.

By way of example, let say I want to have a DL called "Client List",
and I
want that list to pull all addresses from Categories labels "Clients."
Can
this be done? The main reason I'd want to go here is simplicity -- I
can
put
the name "Client List" in Bcc field of my email and be done. Is the
doable?

:

You cannot place the addresses directly in the BCC field. You have to
cut
and paste.
--
Russ Valentine
[MVP-Outlook]
Russ, I answered part of the questions that I raised in my reply
before
it
posted. Now I've got it to work, although I'm amazed that you have
to
jump
through all these hoops to get it done.

Now the last remaining question is 1. Why can't you sort by
Categories,
and
2. Is there any way to get the email addresses to go directly to the
Bcc
line
instead of the To line?

-Robert

:

I'd like to send a broadcast to all my clients, and set up a
Distribution
to
do so. Each of my Contacts has a Category associated with it. Is
there
any
way to setup a Distribution list using my predefined Categoies?
Alternatively, can I send an email to all the Contacts whose
Categories
are
named "Clients?

Thank you,
Robert

 

[Russ Valentine [MVP-Outlook]]

We've gone full circle. That was my first reply. I don't think it is sinking
in.
--
Russ Valentine
[MVP-Outlook]

A true DL will not update.

Why not use a true dynamic dl - aka group by category view?
http://www.outlook-tips.net/archives/2003/20030730.htm

So, to make sure I understand correctly, if a given Category is used in a
DL,
and the addresses and/or names associated with that Category change, the
DL
will not automatically update? If true, is this any different in
Outlook
2007?

It is, but as I said, it doesn't work as well as using Categories. DL's
will
not update automatically. Categories, by definition, will retain any
change
you make to their member Contacts.
--
Russ Valentine
[MVP-Outlook]
Okay I'm with you so far. Now, is there a way to post a Category List
to
a
Distribution List (DL) so that as the contents of the Category changes
the
Distribution List is dynamically updated.

By way of example, let say I want to have a DL called "Client List",
and I
want that list to pull all addresses from Categories labels "Clients."
Can
this be done? The main reason I'd want to go here is simplicity -- I
can
put
the name "Client List" in Bcc field of my email and be done. Is the
doable?

:

You cannot place the addresses directly in the BCC field. You have to
cut
and paste.
--
Russ Valentine
[MVP-Outlook]
Russ, I answered part of the questions that I raised in my reply
before
it
posted. Now I've got it to work, although I'm amazed that you have
to
jump
through all these hoops to get it done.

Now the last remaining question is 1. Why can't you sort by
Categories,
and
2. Is there any way to get the email addresses to go directly to
the
Bcc
line
instead of the To line?

-Robert

:

I'd like to send a broadcast to all my clients, and set up a
Distribution
to
do so. Each of my Contacts has a Category associated with it. Is
there
any
way to setup a Distribution list using my predefined Categoies?
Alternatively, can I send an email to all the Contacts whose
Categories
are
named "Clients?

Thank you,
Robert

 

[Scotts]

Anyone know if there's any software add-ons that work to better handle
categories and distribution lists?

Those are two areas where Outlook really underperforms in functionality.

 

[Michael Bauer [MVP - Outlook]]

Scott, Category Manager makes it very easy to work with categories. For
details and a trial please see the link in my signature.

If you want to send an e-mail to a specific category, open the contacts
folder, switch to the View By Categories, select the category (its header)
and drag it to the inbox. An e-mail will be created with all the addresses
found in that category.

--
Best regards
Michael Bauer - MVP Outlook
Use Outlook Categories? This is Your Tool:
<http://www.vboffice.net/product.html?id=2006063&cmd=detail&lang=en&pub=6>

Am Tue, 4 Mar 2008 14:27:05 -0800 schrieb Scotts:

 

[Scotts]

Thanks Michael.

-----------------
Scott

Scott, Category Manager makes it very easy to work with categories. For
details and a trial please see the link in my signature.

If you want to send an e-mail to a specific category, open the contacts
folder, switch to the View By Categories, select the category (its header)
and drag it to the inbox. An e-mail will be created with all the addresses
found in that category.

--
Best regards
Michael Bauer - MVP Outlook
Use Outlook Categories? This is Your Tool:
<http://www.vboffice.net/product.html?id=2006063&cmd=detail&lang=en&pub=6>

Am Tue, 4 Mar 2008 14:27:05 -0800 schrieb Scotts: