Mailing Lists

There are Three ways to create “Mailing Lists” in Outlook

1. Create “Distribution Lists”

Pros: *These extract all email information from your contacts list, so you can easily add every e-mail address you can find, from any contacts you have

Cons: *Distribution lists don’t collect much other data, and so they are limited in use (They can’t be used in Mail-Merges because they lack other contact data)

2. Create “Categories”

Pros: *These contain all user data, as the contacts are simply put into groups for you to select

Cons: *They don’t allow you to access different email fields for a contact during a Mail-Merge

*You have no option but to send to the email address in the “email 1” field
email 2, and email 3 cannot be accessed during a Mail-Merge

3. Create External Databases (Access or Excel)

Pros: *With your Data stored in an Access or Excel table, your contact information is safe.

*If you must reinstall outlook, you wont have lost any Data, and never need to export “backup” data files

*A short-cut to your Excel database can be placed on your desktop, and is easier and much faster to open than Outlook, if you want to add a new contact.

*It is much easier to type into an Excel database while talking on the phone, than it is to try and deal with the Outlooks contacts directly

*With an external database, you can select to Mail-Merge to all email fields in the contacts list. This is done by first sending a Mail merge to everyone in the ‘Email 1’ list, and then resending to everyone in the ‘Email 2’ list, and then another resend to all addresses in the ‘Email 3’ list.

Cons: *Not convenient to send a regular Email to an individual or a small group of contacts. To solve this problem, you can simply delete all of your Outlook contacts, and import them again from your external Database, and use the internal Outlook Contact cards to send simple emails to individuals, or by using ‘Distribution Lists’ or ‘Categories’

***You should not change or add information in your Outlook contacts directly, all new or additional information (such as spouse’s name, birthday, etc) should be added to fields in your Excel Database, which you can then import into Outlook after new contact information has been added (or first exported to Access and then imported to Outlook if you are using the English Version of Office 2007, and importing Chinese Characters)

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