How to display Company when adding names to distribution list?

Ok, let's try one more time.

Suppose Contacts has 500 names (along with email addresses and company
names). Of the 500 names. there are 30 people who work for IBM ... the
company name has the word IBM entered for those 30 people.

I want to create a DL for those 30 people. Please provide a step-by-step
set of instructions of how you would create the DL.

You have asked several different questions. Your problem is that you did not
organize your Contacts in any way when you created them and now have to rely
on the Outlook Address Book interface to find them for you when you create a
DL, since that is the only interface a DL can use for member selection.
Unfortunately, the Outlook Address Book interface was not designed to filter
or search your Contacts for you and is incapable of doing so.
The only interface designed for sorting or filtering Contacts is the
Contacts folder itself, where you can easily sort on the Company field to
see all your IBM Contacts. But you cannot create a DL from the Contacts
Folder interface.
For this and other reasons, DL's are a rudimentary and unreliable feature
that few use and most abandon. You would be far better off using Categories
or separate Contact subfolders to organize your Contacts. You can also sort
the Contacts Folder by company, copy those Contacts to a separate subfolder,
enable that subfolder as an email address book so it will appear in the
Outlook Address Book interface, then use it to create your DL.
--
Russ Valentine
[MVP-Outlook]
"cte67" wrote in message
...
Ok, let's try one more time.

Suppose Contacts has 500 names (along with email addresses and company
names). Of the 500 names. there are 30 people who work for IBM ... the
company name has the word IBM entered for those 30 people.

I want to create a DL for those 30 people. Please provide a step-by-step
set of instructions of how you would create the DL.

To me, this is the clearest response you have given so far. Please provide a
step-by-step set of instructions of how you would create Categories and
separate Contact subfolders.

Already done. All in the Help files and posted here many times:
http://www.slipstick.com/contacts/oloabcat.htm
--
Russ Valentine
[MVP-Outlook]
"cte67" wrote in message
...
To me, this is the clearest response you have given so far. Please
provide a
step-by-step set of instructions of how you would create Categories and
separate Contact subfolders.

"cte67" wrote in message
...
Ok, let's try one more time.

Suppose Contacts has 500 names (along with email addresses and company
names). Of the 500 names. there are 30 people who work for IBM ... the
company name has the word IBM entered for those 30 people.

I want to create a DL for those 30 people. Please provide a step-by-step
set of instructions of how you would create the DL.



The simple answer seems to be this: (Outlook 2007)
In Contacts, select the view by Company. Create a new folder called "IBM
Contacts", ensure that it contains contact data.
Select all the Contact items for IBM, and copy them to the new folder called
Contacts IBM.
Then do New-Distribution List, name it, click on select members, and in the
Addressbook drop down menu, select IBM Contacts.
select them all, and add them.

HTH

Hi Gordon,

Thanks for the clear, simple instructions. I tried it ... it worked. After
I created the DL, I moved everything back into Contacts = because many of my
contacts are in multiple categories of personal and business (I don't want to
maintain duplicate entries of the same people in different categories).

It sure would be nice if the DL search capability were made more powerful.

Again, thanks.


"Gordon" wrote:

The simple answer seems to be this: (Outlook 2007)
In Contacts, select the view by Company. Create a new folder called "IBM
Contacts", ensure that it contains contact data.
Select all the Contact items for IBM, and copy them to the new folder called
Contacts IBM.
Then do New-Distribution List, name it, click on select members, and in the
Addressbook drop down menu, select IBM Contacts.
select them all, and add them.

HTH

"cte67" wrote in message
...
Hi Gordon,

Thanks for the clear, simple instructions. I tried it ... it worked.
After
I created the DL, I moved everything back into Contacts = because many of
my
contacts are in multiple categories of personal and business (I don't want
to
maintain duplicate entries of the same people in different categories).

It sure would be nice if the DL search capability were made more powerful.

Again, thanks.

YW! You might want to look at categories in a bit more detail rather than
relying on DLs....

*bump*

I stumbled upon this thread when searching for the very same answer as
cte67. I found Mr. Valentine's attitude very rude and condescending, with
little grasp of the problem at hand.

Here's my scenario. I am a media buyer who works with hundreds of
newspapers. I have my contacts set up in one folder and input my sales rep's
name in the Full Name box and the name of the newspaper in the Company box. I
frequently have quick turnaround projects where I have to send a mass
blind-copy message to a large number of these reps and because it's usually a
different group of them each time, I set up temporary DLs. Because the rep's
name is incidental to my task, I need to be able to select members by the
newspapers' names, not the reps'.

Has anything improved in the last 2 years? I'm using Outlook 2007 now and I
think not. I'm still not able to search on anything but name. Gordon's
"solution" is a workaround, but it demands the user take 2 steps when only 1
is the intuitive answer.

I share cte67's frustration and hope that someone at Microsoft is finally
listening with a sympathetic ear.

As you suspected, nothing has changed or improved in the dialog used for
creation of DL's. It continues to use the Outlook Address Book interface.
Both that interface and DL's themselves are deprecated features in Outlook
that are no longer undergoing development. All filtering and sorting
features are now built into customized views of Contacts Folders, and
filtered views of Contacts (such as Categories) are now the preferred method
for selecting multiple recipients. I would examine creating a customized
view of your Contacts or using Categories to fit your needs. I doubt we'll
ever see Microsoft return to DL's as the preferred method for grouping
recipients.

BTW, you posted in an expired thread without quoting any posts. Makes it
very difficult to follow your train of thought or to "grasp the problem at
hand."
--
Russ Valentine
[MVP-Outlook]
"robinkaspar" wrote in message
...
*bump*

I stumbled upon this thread when searching for the very same answer as
cte67. I found Mr. Valentine's attitude very rude and condescending, with
little grasp of the problem at hand.

Here's my scenario. I am a media buyer who works with hundreds of
newspapers. I have my contacts set up in one folder and input my sales
rep's
name in the Full Name box and the name of the newspaper in the Company
box. I
frequently have quick turnaround projects where I have to send a mass
blind-copy message to a large number of these reps and because it's
usually a
different group of them each time, I set up temporary DLs. Because the
rep's
name is incidental to my task, I need to be able to select members by the
newspapers' names, not the reps'.

Has anything improved in the last 2 years? I'm using Outlook 2007 now and
I
think not. I'm still not able to search on anything but name. Gordon's
"solution" is a workaround, but it demands the user take 2 steps when only
1
is the intuitive answer.

I share cte67's frustration and hope that someone at Microsoft is finally
listening with a sympathetic ear.