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categorizing contacts in Outlook 2007



 
 
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  #11  
Old December 22nd, 2006, 05:00 PM posted to microsoft.public.outlook.contacts
ash_liz
external usenet poster
 
Posts: 13
Default categorizing contacts in Outlook 2007

thank you so much, Sue. i was beginning to think i was crazy...but
apparently i wasn't. allowing everyone to have access to a master group list
for categorizing Outlook contacts seems like a pretty simple and very useful
tool. i just assumed it would be in there.

"Sue Mosher [MVP-Outlook]" wrote:

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.



  #12  
Old December 22nd, 2006, 05:21 PM posted to microsoft.public.outlook.contacts
Sue Mosher [MVP-Outlook]
external usenet poster
 
Posts: 7,177
Default categorizing contacts in Outlook 2007

allowing everyone to have access to a master group list
for categorizing Outlook contacts seems like a pretty simple and very useful
tool. i just assumed it would be in there.


The deployment and customization tools for Outlook 2007 do provide for administrative deployment of a master list, using the Outlk12.adm administrative template, for example. But again, it's not folder-specific. The list is still stored for each user.

--
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 ...
thank you so much, Sue. i was beginning to think i was crazy...but
apparently i wasn't. allowing everyone to have access to a master group list
for categorizing Outlook contacts seems like a pretty simple and very useful
tool. i just assumed it would be in there.

"Sue Mosher [MVP-Outlook]" wrote:

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.



"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.



  #13  
Old December 22nd, 2006, 05:35 PM posted to microsoft.public.outlook.contacts
ash_liz
external usenet poster
 
Posts: 13
Default categorizing contacts in Outlook 2007

so, the administrator can still set up a master list that everyone has access
to? it would just be available to all folders?

"Sue Mosher [MVP-Outlook]" wrote:

allowing everyone to have access to a master group list
for categorizing Outlook contacts seems like a pretty simple and very useful
tool. i just assumed it would be in there.


The deployment and customization tools for Outlook 2007 do provide for administrative deployment of a master list, using the Outlk12.adm administrative template, for example. But again, it's not folder-specific. The list is still stored for each user.

--
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

  #14  
Old December 22nd, 2006, 06:01 PM posted to microsoft.public.outlook.contacts
Sue Mosher [MVP-Outlook]
external usenet poster
 
Posts: 7,177
Default categorizing contacts in Outlook 2007

Not quite. There is no "master group list" for categories. As you already know, each user has their own list. The deployment tools provide a way to push a set of common categories out to all users.

Any category can be used on any item in any folder.

--
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 ...
so, the administrator can still set up a master list that everyone has access
to? it would just be available to all folders?

"Sue Mosher [MVP-Outlook]" wrote:

allowing everyone to have access to a master group list
for categorizing Outlook contacts seems like a pretty simple and very useful
tool. i just assumed it would be in there.


The deployment and customization tools for Outlook 2007 do provide for administrative deployment of a master list, using the Outlk12.adm administrative template, for example. But again, it's not folder-specific. The list is still stored for each user.


  #15  
Old December 22nd, 2006, 06:19 PM posted to microsoft.public.outlook.contacts
ash_liz
external usenet poster
 
Posts: 13
Default categorizing contacts in Outlook 2007

Awesome. I think that would be enough to get us by. Thank you so much.

"Sue Mosher [MVP-Outlook]" wrote:

Not quite. There is no "master group list" for categories. As you already know, each user has their own list. The deployment tools provide a way to push a set of common categories out to all users.

Any category can be used on any item in any folder.

--
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 ...
so, the administrator can still set up a master list that everyone has access
to? it would just be available to all folders?


 




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