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  1. #1
    2 Star Lounger
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    Need Help with Managing Contacts (MS Office 2003)

    I have a contacts database with over 500 contacts in
    it. Is there a way to assign the categories so that when I get ready for
    sending them all an email, it only goes to the ones in a particular
    category? I haven't been able to figure that out yet.

    My email server has limits of 98 addresses in the bcc field per email, 500
    per 3 hours, and can't be changed. So, I've set up the categories in each contact list as XYZ 1, ZYZ 2, etc.

    This is the only workaround I know of. If anybody can shed some light to
    help make this project a little more manageable, I'd be forever indebted to
    you.

    thanks in advance,

    --Jim

    WindowsXP/Office 2003

  2. #2
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    Re: Need Help with Managing Contacts (MS Office 2003)

    In any Contacts View (Address Cards, Phone List, etc.) you can select multiple discontiguous Contacts by control-clicking each target Contact, right-click one of the selected Contacts, and set a Category; that Category will be applied to all those Contacts selected. HTH, if not post back to this thread.

    (And welcome to the Lounge, since I'm the first person other than yourself to answer you here. <img src=/S/grin.gif border=0 alt=grin width=15 height=15>)
    -John ... I float in liquid gardens
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  3. #3
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    Re: Need Help with Managing Contacts (MS Office 2003)

    Thanks, I got that part figured out. I was trying to mass-produce the distibution lists in a few short keystrokes. My email server limits me to 98 addresses in the bcc field, and I have over 500 addresses. There is no easy way to count them, so what I wanted to to was export to excel file to set the category (then re-import) ... but in the dist list creation field, the column sort was weird. Anyway, I finally got my contact view columns to match my new dist list columns, and got it all set up.

    What I was looking for in here was a way to create and send an email by way of using the category field as the means of providing the address for the bcc field. I know it sounds pretty convoluted, but being new to Outlook 2003, and not knowing its capabilities, didn't know if I could just click a few buttons to get these emails out. Now I know the answer.

    Thanks for your help and reply.

    --Jim

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    Re: Need Help with Managing Contacts (MS Office 2003)

    Sounds like you figured it out. Rather than using a DistList, you can just select Categories View from the Navigation Pane, select all Contacts in the selected Category, and then Actions | New Message to Contact, then cut everything in the TO: field and paste it to the BCC Field. (I assume you put yourself in the TO: Field.) Also, as an alternative, if you search this forum you will find some suggestions around using Tools | Mail Merge to send individual messages to a large number of recipients.
    -John ... I float in liquid gardens
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  5. #5
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    Re: Need Help with Managing Contacts (MS Office 2003)

    I wish I knew this before I got started. The process you just described would have been the easiest way to set up the dist lists ... but I got it now, thanks again for your help.

    --Jim

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    Re: Need Help with Managing Contacts (MS Office 2003)

    Well, I figured the easier way to achieve the end result I was looking for. I can create a flyer in Powerpoint (mayber Publisher too, haven't tried it), then save it as a web page (.jpg) file, and open a new doc in word, and insert the pic. Make adjustments to the page setup, type whatever text at the top, above the .jpg, then save it as a word doc. Then click on Tools/Letters and Mailings/Mail Merge. In ver 2003, you can do a mail merge to e-mail, and pull the email addresses from your contacts list. There are some other neat functions you can set up ... end result: each of my over 500 contacts receives an email with their own name (and only their name) appears in the To: line, and it will automatically put their name (first, last, both, with or without title, as you choose) in the greeting ... pretty slick operation. By doing it this way, I don't have to use bcc:, and the size of the email is a lot smaller than if you sent the flyer as an attachment. Oh, and once I click OK to complete the merge to email, I can get up and walk away from my puter, and let IT earn it's keep. Thanks to those of you that offered help. I figured this on out a couple days ago, and it's pretty neat! --Jim

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