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categorizing contacts in Outlook 2007



 
 
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  #1  
Old December 21st, 2006, 06:51 PM posted to microsoft.public.outlook.contacts
ash_liz
external usenet poster
 
Posts: 1
Default categorizing contacts in Outlook 2007

Can I create a custom category list to be used for contacts in the company's
public contacts folder - without having Business Contact Manager?
  #2  
Old December 21st, 2006, 11:32 PM posted to microsoft.public.outlook.contacts
Russ Valentine [MVP-Outlook]
external usenet poster
 
Posts: 9,440
Default categorizing contacts in Outlook 2007

You can easily create custom categories in any version of Outlook. What you
mean by "custom category list" is anyone's guess. Clarify what you mean so
we don't have to try to guess.
--
Russ Valentine
[MVP-Outlook]
"ash_liz" wrote in message
...
Can I create a custom category list to be used for contacts in the
company's
public contacts folder - without having Business Contact Manager?


  #3  
Old December 21st, 2006, 11:59 PM posted to microsoft.public.outlook.contacts
ash_liz
external usenet poster
 
Posts: 13
Default categorizing contacts in Outlook 2007

I have a list we have created describing different types of contacts so that
contacts can be sorted or listed by their categorized type (this contact is
an engineer; this one is a state agency; etc.). It is a fairly long list and
pretty specific to our firm.

The only way I can see to assign a category to a contact is with the new
"Color Categories," and these are actually showing category types that I have
assigned for my own personal use in my calendar (green = birthday; purple =
holiday, etc.).

Apparently, in the previous version of Outlook, there was a way to create
the type of contact categorization list that I described above, so that
anyone who accesses the company's public contacts folder on the network to
add a new contact can select from the list of categories and apply
appropriate ones to that new contact.

I have been searching Help in Outlook 2007, and everything I see about this
type of feature seems to refer to the Business Contact Manager application,
which we do not have.

Thank you.

"Russ Valentine [MVP-Outlook]" wrote:

You can easily create custom categories in any version of Outlook. What you
mean by "custom category list" is anyone's guess. Clarify what you mean so
we don't have to try to guess.
--
Russ Valentine
[MVP-Outlook]
"ash_liz" wrote in message
...
Can I create a custom category list to be used for contacts in the
company's
public contacts folder - without having Business Contact Manager?


  #4  
Old December 22nd, 2006, 12:21 AM posted to microsoft.public.outlook.contacts
Russ Valentine [MVP-Outlook]
external usenet poster
 
Posts: 9,440
Default categorizing contacts in Outlook 2007

You'll need to use terms the rest of us use. "I have a list" means nothing
to us. Outlook does not use lists and that term has no meaning. You can
assign a Category to a Contact the same way you did in all previous versions
of Outlook.
--
Russ Valentine
[MVP-Outlook]
"ash_liz" wrote in message
...
I have a list we have created describing different types of contacts so
that
contacts can be sorted or listed by their categorized type (this contact
is
an engineer; this one is a state agency; etc.). It is a fairly long list
and
pretty specific to our firm.

The only way I can see to assign a category to a contact is with the new
"Color Categories," and these are actually showing category types that I
have
assigned for my own personal use in my calendar (green = birthday; purple
=
holiday, etc.).

Apparently, in the previous version of Outlook, there was a way to create
the type of contact categorization list that I described above, so that
anyone who accesses the company's public contacts folder on the network to
add a new contact can select from the list of categories and apply
appropriate ones to that new contact.

I have been searching Help in Outlook 2007, and everything I see about
this
type of feature seems to refer to the Business Contact Manager
application,
which we do not have.

Thank you.

"Russ Valentine [MVP-Outlook]" wrote:

You can easily create custom categories in any version of Outlook. What
you
mean by "custom category list" is anyone's guess. Clarify what you mean
so
we don't have to try to guess.
--
Russ Valentine
[MVP-Outlook]
"ash_liz" wrote in message
...
Can I create a custom category list to be used for contacts in the
company's
public contacts folder - without having Business Contact Manager?



  #5  
Old December 22nd, 2006, 12:37 AM posted to microsoft.public.outlook.contacts
Sue Mosher [MVP-Outlook]
external usenet poster
 
Posts: 7,177
Default categorizing contacts in Outlook 2007

What you most likely are describing is a custom form, such as the sample at http://www.outlookcode.com/d/forms/reqcat.htm. It is not a built-in feature.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003
http://www.turtleflock.com/olconfig/index.htm
and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
http://www.outlookcode.com/jumpstart.aspx

"ash_liz" wrote in message ...
I have a list we have created describing different types of contacts so that
contacts can be sorted or listed by their categorized type (this contact is
an engineer; this one is a state agency; etc.). It is a fairly long list and
pretty specific to our firm.

The only way I can see to assign a category to a contact is with the new
"Color Categories," and these are actually showing category types that I have
assigned for my own personal use in my calendar (green = birthday; purple =
holiday, etc.).

Apparently, in the previous version of Outlook, there was a way to create
the type of contact categorization list that I described above, so that
anyone who accesses the company's public contacts folder on the network to
add a new contact can select from the list of categories and apply
appropriate ones to that new contact.

I have been searching Help in Outlook 2007, and everything I see about this
type of feature seems to refer to the Business Contact Manager application,
which we do not have.

Thank you.

"Russ Valentine [MVP-Outlook]" wrote:

You can easily create custom categories in any version of Outlook. What you
mean by "custom category list" is anyone's guess. Clarify what you mean so
we don't have to try to guess.
--
Russ Valentine
[MVP-Outlook]
"ash_liz" wrote in message
...
Can I create a custom category list to be used for contacts in the
company's
public contacts folder - without having Business Contact Manager?


  #6  
Old December 22nd, 2006, 06:29 AM posted to microsoft.public.outlook.contacts
ash_liz
external usenet poster
 
Posts: 13
Default categorizing contacts in Outlook 2007

i'm sorry i don't know what *your terms* are. i explained exactly what my
"list" is (or so i thought). just please tell me how to "assign a Category
to a Contact the same way you did in all previous versions of Outlook." i
was not in charge of assigning categories to contacts until after 2007 was
installed, and the only way i can see to assign categories here is with the
color codes, which is not what i want.

"Russ Valentine [MVP-Outlook]" wrote:

You'll need to use terms the rest of us use. "I have a list" means nothing
to us. Outlook does not use lists and that term has no meaning. You can
assign a Category to a Contact the same way you did in all previous versions
of Outlook.
--
Russ Valentine
[MVP-Outlook]
"ash_liz" wrote in message
...
I have a list we have created describing different types of contacts so
that
contacts can be sorted or listed by their categorized type (this contact
is
an engineer; this one is a state agency; etc.). It is a fairly long list
and
pretty specific to our firm.

The only way I can see to assign a category to a contact is with the new
"Color Categories," and these are actually showing category types that I
have
assigned for my own personal use in my calendar (green = birthday; purple
=
holiday, etc.).

Apparently, in the previous version of Outlook, there was a way to create
the type of contact categorization list that I described above, so that
anyone who accesses the company's public contacts folder on the network to
add a new contact can select from the list of categories and apply
appropriate ones to that new contact.

I have been searching Help in Outlook 2007, and everything I see about
this
type of feature seems to refer to the Business Contact Manager
application,
which we do not have.

Thank you.

"Russ Valentine [MVP-Outlook]" wrote:

You can easily create custom categories in any version of Outlook. What
you
mean by "custom category list" is anyone's guess. Clarify what you mean
so
we don't have to try to guess.
--
Russ Valentine
[MVP-Outlook]
"ash_liz" wrote in message
...
Can I create a custom category list to be used for contacts in the
company's
public contacts folder - without having Business Contact Manager?


  #7  
Old December 22nd, 2006, 12:29 PM posted to microsoft.public.outlook.contacts
Russ Valentine [MVP-Outlook]
external usenet poster
 
Posts: 9,440
Default categorizing contacts in Outlook 2007

Can't you just use the Categories button on the ribbon?
--
Russ Valentine
[MVP-Outlook]
"ash_liz" wrote in message
...
i'm sorry i don't know what *your terms* are. i explained exactly what my
"list" is (or so i thought). just please tell me how to "assign a
Category
to a Contact the same way you did in all previous versions of Outlook." i
was not in charge of assigning categories to contacts until after 2007 was
installed, and the only way i can see to assign categories here is with
the
color codes, which is not what i want.

"Russ Valentine [MVP-Outlook]" wrote:

You'll need to use terms the rest of us use. "I have a list" means
nothing
to us. Outlook does not use lists and that term has no meaning. You can
assign a Category to a Contact the same way you did in all previous
versions
of Outlook.
--
Russ Valentine
[MVP-Outlook]
"ash_liz" wrote in message
...
I have a list we have created describing different types of contacts so
that
contacts can be sorted or listed by their categorized type (this
contact
is
an engineer; this one is a state agency; etc.). It is a fairly long
list
and
pretty specific to our firm.

The only way I can see to assign a category to a contact is with the
new
"Color Categories," and these are actually showing category types that
I
have
assigned for my own personal use in my calendar (green = birthday;
purple
=
holiday, etc.).

Apparently, in the previous version of Outlook, there was a way to
create
the type of contact categorization list that I described above, so that
anyone who accesses the company's public contacts folder on the network
to
add a new contact can select from the list of categories and apply
appropriate ones to that new contact.

I have been searching Help in Outlook 2007, and everything I see about
this
type of feature seems to refer to the Business Contact Manager
application,
which we do not have.

Thank you.

"Russ Valentine [MVP-Outlook]" wrote:

You can easily create custom categories in any version of Outlook.
What
you
mean by "custom category list" is anyone's guess. Clarify what you
mean
so
we don't have to try to guess.
--
Russ Valentine
[MVP-Outlook]
"ash_liz" wrote in message
...
Can I create a custom category list to be used for contacts in the
company's
public contacts folder - without having Business Contact Manager?




  #8  
Old December 22nd, 2006, 01:22 PM posted to microsoft.public.outlook.contacts
Sue Mosher [MVP-Outlook]
external usenet poster
 
Posts: 7,177
Default categorizing contacts in Outlook 2007

Categories in Outlook 2007 can be associated with colors. If you don't want the colors, don't use them.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003
http://www.turtleflock.com/olconfig/index.htm
and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
http://www.outlookcode.com/jumpstart.aspx

"ash_liz" wrote in message ...
i'm sorry i don't know what *your terms* are. i explained exactly what my
"list" is (or so i thought). just please tell me how to "assign a Category
to a Contact the same way you did in all previous versions of Outlook." i
was not in charge of assigning categories to contacts until after 2007 was
installed, and the only way i can see to assign categories here is with the
color codes, which is not what i want.


  #9  
Old December 22nd, 2006, 02:20 PM posted to microsoft.public.outlook.contacts
ash_liz
external usenet poster
 
Posts: 13
Default categorizing contacts in Outlook 2007

yes. i am *trying* to use the Categories button on the Ribbon. here is the
situation:

we already have a ton of contacts in the company's public contacts folder,
some of which have the correct categories assigned, some of which have
incorrect categories assigned, and some of which have no category assigned
and need one or more to be assigned. when i try to assign a category for a
contact, i do not seem to have the ability to select from a list of specific
category names that are already in use in Outlook. the categories i can
select from are red, green, yellow, etc.--or create your own. when i am
viewing a specific contact that already has one or more categories assigned,
those categories *only* are available in a list of categories to select from
(in addition to the red, green....). is there not a way to select from all
category names that are already in use in this contacts folder when assigning
a category to the contacts within it? if i create a new category, is it only
going to show up in *my* list of categories to select from, and not be
available to other people entering/correcting data in Outlook? how do we all
get access to the whole list of categories already in use in Outlook when any
of us need to assign a category to a contact? it seems silly that every one
of us would have to manually create/type in a category name every single time
we need to assign one.

it is my understanding that these categories already in use in our Outlook
contacts were available to select from when categorizing contacts in Outlook
before we installed the 2007 version. now they are not among the categories
we can select from. we have the color codes, or "create new." the main
question here is how to access them again and make sure everyone has access
to the correct/complete list of categories when categorizing contacts in our
public contacts folder. thank you.


"Sue Mosher [MVP-Outlook]" wrote:

Categories in Outlook 2007 can be associated with colors. If you don't want the colors, don't use them.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003
http://www.turtleflock.com/olconfig/index.htm
and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
http://www.outlookcode.com/jumpstart.aspx


  #10  
Old December 22nd, 2006, 02:44 PM posted to microsoft.public.outlook.contacts
Sue Mosher [MVP-Outlook]
external usenet poster
 
Posts: 7,177
Default categorizing contacts in Outlook 2007

is there not a way to select from all
category names that are already in use in this contacts folder when assigning
a category to the contacts within it?


No, Outlook does not maintain any per-folder list of categories in use. The list of categories that you see is per-user, not per-folder.

if i create a new category, is it only
going to show up in *my* list of categories to select from, and not be
available to other people entering/correcting data in Outlook?


Yes, that's the way it works. Each person has their own list of categories that the Categories dialog shows, in addition to any categories already assigned to the item.

it is my understanding that these categories already in use in our Outlook
contacts were available to select from when categorizing contacts in Outlook
before we installed the 2007 version.


Your understanding likely is incorrect, for the reasons stated above.

the main
question here is how to access them again and make sure everyone has access
to the correct/complete list of categories when categorizing contacts in our
public contacts folder.


Did you look at the custom form solution I suggested earlier? That would do what you want Outlook to do.

--
Sue Mosher, Outlook MVP
Author of Configuring Microsoft Outlook 2003
http://www.turtleflock.com/olconfig/index.htm
and Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
http://www.outlookcode.com/jumpstart.aspx

"ash_liz" wrote in message ...
yes. i am *trying* to use the Categories button on the Ribbon. here is the
situation:

we already have a ton of contacts in the company's public contacts folder,
some of which have the correct categories assigned, some of which have
incorrect categories assigned, and some of which have no category assigned
and need one or more to be assigned. when i try to assign a category for a
contact, i do not seem to have the ability to select from a list of specific
category names that are already in use in Outlook. the categories i can
select from are red, green, yellow, etc.--or create your own. when i am
viewing a specific contact that already has one or more categories assigned,
those categories *only* are available in a list of categories to select from
(in addition to the red, green....). is there not a way to select from all
category names that are already in use in this contacts folder when assigning
a category to the contacts within it? if i create a new category, is it only
going to show up in *my* list of categories to select from, and not be
available to other people entering/correcting data in Outlook? how do we all
get access to the whole list of categories already in use in Outlook when any
of us need to assign a category to a contact? it seems silly that every one
of us would have to manually create/type in a category name every single time
we need to assign one.

it is my understanding that these categories already in use in our Outlook
contacts were available to select from when categorizing contacts in Outlook
before we installed the 2007 version. now they are not among the categories
we can select from. we have the color codes, or "create new." the main
question here is how to access them again and make sure everyone has access
to the correct/complete list of categories when categorizing contacts in our
public contacts folder. thank you.


 




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