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  1. #1
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    Distribution List Name becomes individuals (XP)

    Hi

    We have noticed than any Distribution List E-mails we send change name in the TO: Field from the Distribution List Name (e.g., Policy & Operations) to the Individual members names on the List; this happens whenever they get transfered to the Outbox (and subsequently, the E-mail arrives individually addressed instead of the name of the List)

    I presume that this is the way Outlook works, but is there any way to get the TO: Field to remain as the name of the Distribution List so that the recipients understand that they are receiving E-mail because they are on a certain list?

    Thanks heaps in advance for your knowledge on this matter. <img src=/S/smile.gif border=0 alt=smile width=15 height=15>

  2. #2
    Plutonium Lounger Leif's Avatar
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    Re: Distribution List Name becomes individuals (XP)

    You could create a contact (yourself?) and name them "List member" or whatever you want the list called, put that contact in the To: field, then put the DL in the BCC field.

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    Re: Distribution List Name becomes individuals (XP)

    Thanks for your fast reply, Leif!

    I take it, then, that this is the way Outlook works, and what you're proposing is a known 'workaround'?

    BTW, I can't remember off the top of my head . . . do people in the BCC Field see the name of the person in the TO: Field instead of their own name?

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    Plutonium Lounger Leif's Avatar
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    Re: Distribution List Name becomes individuals (XP)

    I believe it is the 'preferred method', especially where you have a list and you don't want the entire list showing up in the To: field. If you want the individual recipient's name to appear in the To: field alone, you will need to use some 'List' software that creates separate mails. (A quick search in the Outlook forum should yield results - it is a question that often crops up.)

    Bcc recipients should not see any other name in the To: field other than what the mail was sent out with - in other words, no - they will not see their own name. This is why it can be a good idea to use the name of the list as the 'contact' in the To: field.
    (They will be able to see their name if they go View > Options and see the full header. This will NOT show any other Bcc recipient names.)

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    Re: Distribution List Name becomes individuals (XP)

    Thanks again Leif for your help with the BCC Field. Your original post answered my question with regard to the Distribution List. Isn't it annoying that you can't get the Distribution List Name to appear in the TO: Field. I wonder why MS decided to convert it from the List Name to individual E-mail addresses? [img]/forums/images/smilies/sad.gif[/img]

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    Plutonium Lounger Leif's Avatar
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    Re: Distribution List Name becomes individuals (XP)

    If you really felt it worth your while, you could create a duplicate list, changing the name of (for example):
    John Smith <j.smith@company.com>
    to
    Listmember (J Smith) <j.smith@company.com>

    If they are in your contacts, you could do this relatively easily by exporting them to a .csv, opening with Excel, running a quick macro to change the real name, then importing back in....

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    Re: Distribution List Name becomes individuals (XP)

    Thanks for the suggestion, but I think we'll just go with the BCC workaround.

    Thank you so much for your fast reply.

    All the best.

    Brian

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    Re: Distribution List Name becomes individuals (XP)

    I, like you, have been searching for a technique to allow a single list name to appear in the TO: field of Outlook. This search has been many years in the process and I keep hoping that Microsoft will introduce that type of feature with each new edition of Outlook.

    When I have a need to send a message to a list, I generally tend to switch to my faithful Eudora Pro. Eudora has had a true distribution list feature for many years. It certainly helps the recipient in not having to scroll through hundreds of names before getting to the meat of the message.

    I am fully aware of the BCC workaround but sending a message from "Bob" to "Bob" with the distribution list in the BCC field sometimes gets the recipients wondering if I am having another senior-moment. <g>

    Perhaps the good folks at Qualcomm can show MS how it is done!!!

    Cheers,
    Regards,
    Bob

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    Re: Distribution List Name becomes individuals (XP)

    Thanks Bob.

    It sometimes amazes me how 'out of it' Microsoft can be.

    The Distribution List thing is the second feature that has me wondering about Outlook. The first is the fact that it doesn't have an Anti-SPAM capability (e.g., Bounce Message). Have you seen MailWasher? A FREE program that does what Outlook can't . . . created by a single person, no less. And MS are supposed to have the best programmers in the world? Although, when I look at Word, I often wonder about that. How I wish MS hadn't steamrollered over WordPerfect . . . now THERE's programming perfection (pun half intended).

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    Plutonium Lounger Leif's Avatar
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    Re: Distribution List Name becomes individuals (XP)

    I don't really want to start a big discussion on this, but 'bouncing' spam is not necessarily the best solution.
    1] By some estimates, 80% of all email traffic is spam. If all spam bounced, this would add 80% to what is sometimes now an already overloaded internet.
    2] Most spam will have forged headers. If it does and you bounce it, it is liable to bounce straight back.
    3] Prevention is better than cure. But how we all contribute to that, I don't really have an answer.....

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    Re: Distribution List Name becomes individuals (XP)

    Of course, a Bounced message is only a few Bytes compared to the actual message, so even though the volume may initially spike, the traffic won't be as much going back as coming to. AND, if SPAM starts to reduce because the Spammer is getting huge amounts of undeliverable messages, then the spike shoud be temporary.

    It's a pity ISPs don't bounce messages before they reach recipients. People don't need SPAM to get something they want. If they want enlargements and get-rich-quick schemes, they can search the Web. And if the Spammer's business is legitimate, then they can pay for adds in Google, etc.

    I'll solve the world's problems! LOL! [img]/forums/images/smilies/smile.gif[/img]

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    Plutonium Lounger Leif's Avatar
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    Re: Distribution List Name becomes individuals (XP)

    >> a Bounced message is only a few Bytes compared to the actual message...

    Well, my understanding of the term 'bounce' is that the whole message is returned. Anything else would be a Reply...


    >> if SPAM starts to reduce because the Spammer is getting huge amounts of undeliverable messages...

    As I said above, most headers are forged. You are going to need a pretty intelligent piece of software to extract from the message a valid email address that belongs to the spammer - most times it won't exist. If it does, it is probably just a mechanism that detects a response and adds you to the valid-email-address-that-we-can-use-again list....

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    Re: Distribution List Name becomes individuals (XP)

    <<Well, my understanding of the term 'bounce' is that the whole message is returned. Anything else would be a Reply...>>

    Huh? I thought it was the other way around. A reply (can) include(s) the original message, but haven't you ever received an E-mail that says your message was undeliverable? Although I've seen both, often times, it's just a notification--not the whole thing back again.

    <<As I said above, most headers are forged. You are going to need a pretty intelligent piece of software to extract from the message a valid email address that belongs to the spammer - most times it won't exist. If it does, it is probably just a mechanism that detects a response and adds you to the valid-email-address-that-we-can-use-again list>>

    If the software exists to hide the info, surely it must be possible to create software to reveal it?

    If you can install Anti-SPAM software on a Server, surely you can install it on a Web Server (Blacklist/Whitelist, Keywords, No Headers, Mail Relays, etc)?

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    Super Moderator jscher2000's Avatar
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    Re: Distribution List Name becomes individuals (XP)

    > If the software exists to hide the info, surely it must be possible to create software to reveal it?

    No, there's not. The only information you can almost trust is the IP address of the computer that contacted your ISP's (or your company's) SMTP server. This is in the message headers (in Outlook, View|Options...). This address, alone, is not useful for delivering a stinging rebuke. But you can use it to look up the company that controls that address and send a complaint to abuse@whomever.com is listed (e.g., at ARIN). I've done this when I've been particularly incensed, but with a spam volume nearing 100 per day, I hardly bother any more.

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    Re: Distribution List Name becomes individuals (XP)

    I presume you mean there isn't currently software that can reveal the route E-mail took including addresses, etc. Do you also mean that it's not possible for any company to (in the future) create such software?

    If not, then what I said before will have to be the way forward, i.e., using Anti-SPAM software on ISP's Mail Servers. If I can install Anti-SPAM software on my company's Win2K/Exchange Server, then I don't see why all ISPs can't do the same for their customers (maybe some do?).

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