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#11
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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
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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
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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
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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
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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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