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Contact organizing: Categories or Folders
My church is using Outlook 2000. One ministry is managing a list of about
900 contacts in Outlook. Currently these contacts are assigned to multiple Categories, like Member, Volunteer, Conference, etc. The reason why we organized the contacts via Categories is because that way you always have only one instance of each contact to update. When organizing contacts in folders, you need to make copies of contacts. The culprit is that some Outlook functions, like picking contacts from the address book, or exporting contacts, allow to to pick a specific folder as a source, but not a category. Is there any way to may folders behave like categories, so that a contact can be present in multiple folders as a "view", while physically only having one instance of a contact? |
#2
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Contact organizing: Categories or Folders
On 28 May 2004 16:26, "awesterink" wrote:
My church is using Outlook 2000. One ministry is managing a list of about 900 contacts in Outlook. Currently these contacts are assigned to multiple Categories, like Member, Volunteer, Conference, etc. The reason why we organized the contacts via Categories is because that way you always have only one instance of each contact to update. When organizing contacts in folders, you need to make copies of contacts. The culprit is that some Outlook functions, like picking contacts from the address book, or exporting contacts, allow to to pick a specific folder as a source, but not a category. Is there any way to may folders behave like categories, so that a contact can be present in multiple folders as a "view", while physically only having one instance of a contact? No, but there may be a way to make your categories behave as you wish. What sorts of tasks are you trying to accomplish that you can't? Picking from an address book won't work, however you CAN select the contacts first (by category) then select "New Message to Contact" in order to begin an e-mail message to the members of that category. You could also use distribution lists for that - a slightly more elegant solution actually. When you go to export you should be able to set a filter based upon the category. -- -Ben- Ben M. Schorr, MVP-OneNote OneNote FAQ: http://home.hawaii.rr.com/schorr/Com...OneNoteFAQ.htm SchorrTech Blog: http://www.thespoke.net/MyBlog/bschorr/MyBlog.aspx |
#3
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Contact organizing: Categories or Folders
Thanks for your reply. Yes, the message to Contact works fine when first
selecting a Category, although I then have to manually cut and paste that to the bcc: field when sending to a large list. But fine, that's doable. It's when you DO you use the address book when I wish I could select Categories as well as folders. Distribution Lists are okay..but one more thing to maintain. I did find one workaround for e.g. creating mail merges: by creating a custom view that only shows the category I want to do a mail merge for. The only other thing is exporting...that seems to work for folders only. Oh well... Ben M. Schorr; "MVP-OneNote" wrote in message . .. On 28 May 2004 16:26, "awesterink" wrote: My church is using Outlook 2000. One ministry is managing a list of about 900 contacts in Outlook. Currently these contacts are assigned to multiple Categories, like Member, Volunteer, Conference, etc. The reason why we organized the contacts via Categories is because that way you always have only one instance of each contact to update. When organizing contacts in folders, you need to make copies of contacts. The culprit is that some Outlook functions, like picking contacts from the address book, or exporting contacts, allow to to pick a specific folder as a source, but not a category. Is there any way to may folders behave like categories, so that a contact can be present in multiple folders as a "view", while physically only having one instance of a contact? No, but there may be a way to make your categories behave as you wish. What sorts of tasks are you trying to accomplish that you can't? Picking from an address book won't work, however you CAN select the contacts first (by category) then select "New Message to Contact" in order to begin an e-mail message to the members of that category. You could also use distribution lists for that - a slightly more elegant solution actually. When you go to export you should be able to set a filter based upon the category. -- -Ben- Ben M. Schorr, MVP-OneNote OneNote FAQ: http://home.hawaii.rr.com/schorr/Com...OneNoteFAQ.htm SchorrTech Blog: http://www.thespoke.net/MyBlog/bschorr/MyBlog.aspx |
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