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Outlook distribution list

Q: Outlook distribution list

How do I print members' names in a distribution list from an address book in Outlook 2003?

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Preferred Solution: Outlook distribution list

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I had a distribution list for a mass email for some of our customers. But when we got Microsoft Exchange everything copied over but this one (the most important list!) did not copy over. But I checked through the sent messages and was able to copy the list from the BCC Field to a text file.

Now, I need to get this list of people back in a distribution list. If anyone knows how I can achieve this, please help me out! I've been google-ing this and cant seem to find something to work for me!

A:Solved: Import list of emails to Outlook Contacts or Distribution list

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Hi, I need some help from you guys to clarify some issues in Outlook 2003.
I have added some contacts, catagorised them, eg. Colleagues, Friends, Family. Now that I want to send e-mails to all my colleagues.

I opened the "New Message to Contact" then clicked on the "To" button and waited to see the list of my contacts show up, however, it shows a dialog box saying:

"The address list could not be displayed (not including the smiley ofcourse). The contacts folder associated with this address list could not be opened; it may have been moved or deleted... blah blah blah"

Knowing that nothing is deleted or damaged, I ignored it, and tried to create distribution list, gave it a name and clicked on "Select Members" then the same messsage box appears (as above).

I've been told that it uses contacts in the "Address Book" of Windows (to my knowledge, when you back up Outlook 2003 .pst files, these entried aren't backup too) and I would liek to keep my contacts in one place, in the .pst that is, so does this mean, to have distribution list (mailing list) to mass mail to my colleagues, I must use Windows's Address Book ? This has also been an issue with my clients who use Outlook.

How does all these contacts thingy work ? I would like to get my head around it, gimme a hand guys

A:Outlook Mailing-List / Distribution List

You need to set up Outlook to use your Contacts as an address book. Go to Tols > Options and click the Mail Setup tab and select the Mail Options button. Select the radio button for View or Change Existing directories or Address books. Click next and see if there is an entry for Outlook Address book and if it isn't there add it. If it is there it may be corrupted thus your message so delete it and recreate it. Once it is in there open your contacts folder and in the Outlook bar on the left right click on the contact item and select properties. select the Outlook Address Book tab and put a check in "Show this Folder as an Address Book" Should work after that.

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i was trying yesterday to find out for several hours how to create in Outlook 2000 distribution list with names chosen upon one, specific outlook "category"... I know how to create distribution list itself... I know how to make outlook to show me all names in my address book with this specific category... BUT, how mix it together and in the end receive distribution list with all names of this category included, I cant do it, i am too big idiot comparing to MS coders.... ((

Yours, but very sad and disappointed about my mental possibilities


A:Outlook 2K: How to create distribution list based upon certain outlook category???

Hi Jazzek -- I just did this, with the help of Russ Valentine at the MS Outlook newsgroups. Here are the instructions he sent me (and I used successfully):

"Change the Contacts Folder View to Categories. Right click and drag the
desired Category to
a newly created sub folder then choose Copy. Make sure the new sub folder
has been enabled as an email address book by right clicking on it and
choosing Properties and Outlook Address Book Tab and checking the box to
as email address book. Create your Distribution List but make sure the Show
Names drop down field points to the new sub folder then shift select all the
contacts and voila."

I hate cruising the MS Newsgroups, as the interface is so weird and searching the archives is a total pain on their site (and incomplete in my newsreader), but I DO occasionally get help there.

Hope this helps. If I've misunderstood your problem, post me back.

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Hi, how can i convert an Access Form into a webpage where i need users input using the webpage in our company intranet.

A:Outlook Distribution List

The title of your post is Outlook Distribution List.

I'm not sure what it has to do with Access.

Depending on the version of Access, you should have "Pages" available. Check out the help file on Data Access Pages.

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I know how to create a distribution list. I want to know how I can keep each individual private from each other on that distribution list.

It wouldn't look to professional to have a bunch of individuals see they are part of a marketing mailing.

Any suggestions??


A:Outlook distribution list

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I have searched and found a slight answer to this question (which seems to be "no way"), and have searched many other forums for information, however . . . thought I'd post it here too to see if there is any new info on this problem.

In Outlook Express, I can view .any single contact's membership in various groups/distribution lists on the "other" tab . However, in OE I cannot sort or view this information in very meaningful ways, nor view those various memberships in any of the main contact pane views.

In Outlook 2000, by sharing the OE address book, I can view and sort much contact information in more meaningful ways, but there seems to be NO way to see how many distribution lists/groups a single contact belongs to.

SURELY SURELY SURELY there must be a code or patch to create a field to show this info in Outlook 2000! If anyone has a hint -- even a book to refer me to that I would wade through (and I would), please repond.

Thanks for the help

A:Outlook Express Groups to Outlook Distribution LIst

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I wonder if anyone can help with a problem I've been having with a distribution list in Outlook. I've been using this list for months with no issue but around a month ago one of the members is not always receiving emails. They are still showing on the list in my contacts, but something seems to be happening between me sending the email as when I open the list in the sent email, they are not there! I've tried deleting them from the list and adding them again but it doesn't appear to have helped. Does anyone have any advice?
Thanks in advance!

A:Outlook Distribution List Error

Hello, you can try this: remove all the members from the DL, then delete it, also delete the contact that was not getting the messages, reboot the machine and restart Outlook, re-create the deleted contact, re-create the DL and add all the original members to it. (I am hoping it is a short list)

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I am a new user to Outlook 2003. I need to sort distribution list by last name and cannot find out how or if it can be down. I can sort the contact list by last name, as well as first, but the distribution list only sorts by first name which does not help me with a couple thousand entries.

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Thanks in advance for any replies.

I'm using OE 5.5 to send an announcement to a large group of business associates & friends. I'd like to be able to send this announcement email without the recipients seeing a long list of names & email addresses in the "To" subject line of the email when they receive it. Is there any way under OE 5.5 to send an email without the email itself showing all the names of the recipients in the "To" field? In other email clients that I've used in the past, you can create a distribution list, and tell the email client program to suppress the showing of individual names on the list, and just show in the "To" subject line, for example, "My Business Associates & Friends". Have not been able to determine if OE 5.5 can do this. Thanks.


A:Outlook Express 5.5 Distribution List

Open your Address Book and create a new group using "My Business Associates & Friends" as the name of the group. Select the recipients for the group. In the box at the bottom of the screen for Name: paste "My Business Associates & Friends" again and insert your email address in the E-Mail: field.

When you are ready to send your message, click on the To: field, select the Contact "My Business Associates & Friends" and for the Bcc: field, select the Group "My Business Associates & Friends".

Your recipients will see only your email address if they double click on the "My Business Associates & Friends" title.

You will receive at least one copy of your message.

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My boss asked me to put together a mailing list of clients to whom we could send various newsletters etc, so I created a distribution list in Outlook 2000. She (my boss) added, however, that she wanted the email to include an option which allowed the recipients to "opt out," or remove themselves from the list. I have no idea how to even start with this part of the project and could use a little guidance either in actually setting up the e-mail, or in finding someone who could tell me how. Any input would be greatly appreciated!

A:Solved: Outlook Distribution list


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Is it possible to print out a distribution list (all the email addresses) in Outlook XP?

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How do I restore a distribution list deleted in Vista Contacts?

A:Distribution list in Outlook Contacts

As far as I know you don't unless you have a backup of the PST file!

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Iím having trouble creating a distribution list with Outlook 2003 on XP Pro SP3. I know how to do it, have done it before, and just did it with the same rev Office on our laptop under Win7. When I try to create one, I get the attached error msg. My outlook.pst file is not on the C partition (on purpose), but this is nothing new and Outlook knows where it is. Email works fine and the contacts list works fine. I donít use the address book. Any ideas?

Thanks in advance.

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Does anyone know how I can set up a distribution list in Outlook 2002 so that recipients can see only the name of the distribution list in the TO box and not the names of the list members? I think that this is a new Outlook 2002 feature.

A:Outlook 2002 Distribution List

Generally, everyone puts "themselves" in the TO box, and the distribution list goes into the BCC.

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I am using Outlook 2003 and have a problem with editing Distribution lists.
Two of them that I have created work fine. Right click>properties>add and remove users etc appears.
With one list, however, there is a problem - Right click and properties gives only general tab with the members and no option to add/remove etc.
I have tried removing Outlook contacts and adding them again, also creating new Outlook profile. No help. Outlook is not using cached mode at the moment.
Any help would be greatly appreciated.
Thank you all in advance,



A:Outlook Distribution list problem.

Are you on an Exchange Server?

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Is there anyway to merge my outlook's memory to a contact list?

What I mean is like, I have entered in so many e-mails manually not knowing that in the future I would need them to be all in a contact list. But they are still stored some how, as in when I begin to type the first 2 letters or numbers of the e-mail address, Outlook automatically knows which one it is and inputs the rest of the address for me.

Is there anyway to get those moved into an address book / contact list of some sort?

If not, no worries.

Additionally, wether I get these imported to a contact list by some feature or if I have to manually input each e-mail address, is there a way I can send a mass e-mail to all of them at the same time, but without anyone knowing that I sent it to 100 other people? Is there a way to hide everyon else's e-mail addresses?

A:Outlook 2003 Distribution List Help

You might give this utility a try. See what type of file it creates, and then see if you can import that into your Contacts.


I'm not aware of a feature in Outlook that allows sending to all Contacts. Most people use Distribution Lists with Outlook. To send a message to people without knowing who else received it, enter the addresses into the BCC (blind carbon copy) field.

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I set up a new Distribution List and sent the email with newsletter attached this morning. I do not use the global address book. Everyone is listed in my icloud contact list. The list seem to send fine although the outbox folder showed the email still sending. I then received an email from a person on the list that he had received the email 11 times. I then open the outbox folder and deleted the email with the distribution list. The same gentleman send me another email that he had received another 4 copies of the email. What can I do to make sure that this doesn't happen again? What did happen? I have Windows 7 64-bit with outlook 2007. thank you for your help.

A:Outlook 2007 Distribution List

opmanager said:

I set up a new Distribution List and sent the email with newsletter attached this morning. I do not use the global address book. Everyone is listed in my icloud contact list. The list seem to send fine although the outbox folder showed the email still sending. I then received an email from a person on the list that he had received the email 11 times. I then open the outbox folder and deleted the email with the distribution list. The same gentleman send me another email that he had received another 4 copies of the email. What can I do to make sure that this doesn't happen again? What did happen? I have Windows 7 64-bit with outlook 2007. thank you for your help.Click to expand...

You might have him in the contact list in multiple places. This is often common when users are members of multiple groups in the same contact list. Thats why he's the only one that complained he received it multiple times. Chances are his email appears there by itself, then as part of a group, and yet as part of another group.

To resolve this you would have to remove all groups in the contact list. Verify that the individual emails appearing in the list are unique, remove the guys emails from the groups it appears in, and then re-add the groups back to the contact list. Please try this and post with feedback. Thanks

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Dear all,

I'm trying to create a distribution lists from my contact in Outlook 2003 but cannot find the option for cc or bcc. Is there such an option?

A:Outlook 2003 distribution list

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How can I create a distribution list based on senders of messages in a particular folder? I have sent out an e-mail with voting buttons Yes & No, and want to be able to create a distribution list of all the "Yes" people without having to manually add them one by one...

Any suggestions?

A:Outlook: creating a distribution list

Create a Contacts folder and drag those emails into the contacts folder...I think.

That's how I keep my newsletter subscribers. I drag the received email into that folder, and its a contacts folder.

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I am having a distribution list problem and I will try and explain as best I can.

It started out as a shared distribution list(called UBB), and normally when you would go to add it to an email where most distribution lists or contacts show up with the name and a line under it (ex: UBB), and you can click on that contact/list and open up their information.
Well whenever I add UBB, it does not link to the distribution list and in the "To:" text box, it only shows up as UBB, not underlined or anything.

So, I made a local distribution list and added the contacts to it. Still when I go to add the list as the contact of the email, and type in UBB or try to link it in there, it still will not work. So what do I need to change to get this to work?

Thanks for any help, and if you need more information I will gladly give it to you.

A:Distribution List Problem in Outlook

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I find myself frequently deleting one of my distribution lists in Outlook XP when I only intended to delete one member. Is there a way I can create a cuplicate of this list under a different name as a backup (without having to re-create the list member by member)?

A:Copying Outlook XP Distribution List

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I've problem sharing a folder that contains an address book (& deleted items).

Sharing individual contact is fine, but when I've created several distribution lists, other authorised sharing users have problem viewing/using these lists. Contacts in the list are shown with "unknown email address" and outllook cannot update contact's details (message showing "cannot find contact").

Can anyone please help?

A:Outlook 2K Sharing Distribution List

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I recently bought a new computer with Windows XP and Office 2002.

I successfully transfered data for contact folders. When creating distribution lists, I noticed that in the distribution list, the "NAME" column listed the e-mail addresses as did the "EMAIL ADDRESS COLUMN"

Yet the fields in my contact address books are all correctly filled in (just as I had in Outlook 98)

Now the distribution list works, but it is annoying to not be able to see names so I can keep the list updated. A number of the e-mail addresses are difficult to decipher.

I have gone to Microsoft - do details on sorting the fields within the distribution list. Microsoft won't talk to me because software was OEM with Dell. Dell says they don't support software. No documentation I have looked for addresses this issue. It is frustrating. Anyone with a solution??

A:Help-outlook 2002 distribution list


In the words of a famous politician "I feel your pain".

I think Outlook Express was wheeey easier. I dunno how I got roped into Outlook other than its got some god features like calendar that you dont have to revert to another calender for (eg everything is supoededly in one place)

Also I think its bogus how MS shifts the blame to others. MS made teh softwere the dealer only sells it. If you blow up a tire on your GM car, you can still talk to Firestone about it.

In business, obviously large companies only want to sell more stuff they realise that fixing stuff is generally costing them money (unless you pay for it).

Anyway, I have a office Im associated with. Most people dont go there so we all use outlook.

In the "contacts area" under "actions" you can see "create new distribution list:

Under select members you should be able to highlight the ones you want in that list.

Then, when you want to send to those, you type the group name and it send to all of them.

To review them you can go back to the original box and add, delelte, or modify them.

Lemme know if that helps.


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I have recently upgraded to office 2003 . However when I try to send an email through outlook using one of my distribution lists it tells me that "an internal support function returned an error" I would appreciate any help on this.


A:Can't use distribution list in outlook 2003

Do a detect and repair from the help menu.

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We are using Outlook 2003 with Exchange 2007, i have my own personnel Exchange mailbox configured together with access to another generic mailbox shared with other people (which has been added via Tools -> email accounts -> Change or view existing email accounts -> Change -> More Settings -> Advanced, then Add)

We have created 10 or so distribution lists in the generic mailbox.

My problem is when i go to send to a distribution list from the generic mailbox account, I only have the option to send to contacts and distribution lists in my own personal account, the generic account contacts are not available.

Thanks for any help!!

A:Outlook 2003 Distribution List problem

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Can anybody tell me how to increase the number of contacts I can save to a distribution list in Microsoft Outlook 2010? At the moment it seems to default at 60. Making more than 1 distribution list does not solve my problem...I need to be able to change that number of contacts I can save???? I am running on Windows 7!

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I created a distribution list not too long ago in outlook, and the first time I sent a message to the group, everything worked just fine. But the second time I tried to send a message and so on, outlook is saying that it does not recognize the list. If anyone else has ran into this problem and knows a fix, please let me know.

B.T.W. All of our software is up to date with service packs and everything else.

A:Outlook distribution list not sending messages

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A distribution List was deleted by accident.

The distribution List was manually rebuilt, using the same name as before.

When clicking on the TO/CC/BCC fields to display the selection box of addresses, the newly rebuilt list DOES NOT appear. However, the AUTOCOMPLETE option will find the list. From what I understand, AUTOCOMPLETE is probably finding the OLD version (which happens to have the right addresses).

The difficulty is that many emails are sent to multiple Lists, and this one doesn't appear in the selection box to choose along with several others for a particular email.

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HELP PLEASE! It would appear that I've just accidentally deleted a distribution list that I had in Outlook Contacts.
Can this be recovered, as I cant see it in Deleted Items?

A:How to recover Outlook 2007 distribution list


Yes, you can recover your Outlook 2007 distribution list using these tips : Restore a deleted distribution list - Outlook - Office.com

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I'm having a Problem Creating a Distribution List In Outlook. First, let me say, before someone asks...I have already completely un-installed, blown away all the old "pst" files (after first exporting all of the outlook data to a backup.pst file) then re-installed Outlook, imported my backup.pst file, so I'm working with a fresh install and still having the same problem.

Version: Outlook XP SP-1

Problem Description:

When I go into "Contacts", then click on "New" and select "Distribution List". The distribution list dialogue box comes up, but when I click on select members, the list that comes up, that should show everyone in "Contacts" is blank. As for as I know, I have checked every possible setting and drop down, trying to figure out how to get the list of Contacts to appear, but I've been completely unsuccessful. Hence, the decision to do a complete re-install of Outlook.

Has anyone seen this problem before...does anyone know the cause?

A:Problem Creating a Distribution List In Outlook

Thanks for making me do that. Same thing was happening to me.

Go to Tools-Email accounts. Use Change existing address book(s). If you've got any in there, remove them.

Create a new Outlook address book.
Create a new Personal address book.
Right-click your contacts; properties. Tell it to be an outlook address book.
Now, it becomes an option in the dropdown when you select a new distribution list.


It was a little tedious, so I'm not sure if I forgot any steps.

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I just recently switched to Outlook 2007. The program was used by another user so it had distribution lists already in it. I updated one of the lists by deleting some names and adding others but now when I send an email and put in the name of the distrubution list and then click on the + it shows the names I deleted and none of the names I added. When I look at the distrubition list under contacts it shows the correct list of names.

I've tried deleting the list and recreating it but still get the old list. What should I do?

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I'm using Outlook 2003, and have discovered that a couple of the distribution lists I have set up have stopped working (turns out it's been a problem for a few weeks now).

I send off a message to one of these lists and the message seems to send okay (no error message). But then it just vanishes into the void. Nobody is receiving it. I can send to individuals no problem, but the groups never get the message. I haven't changed anything with the security settings recently.

I've checked with my ISP, and they can't find anything strange happening on their end.

I suspect it's an Outlook issue, but who knows.

I already tried deleting the group and recreating it, but it still doesn't work.

Any ideas?

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Hi everyone,

My colleagues and I use Outlook 2003, and connect via Microsoft Exchange Server.

Recently, some staff members have noticed that when they send an email to a distribution list, the email also gets sent to other random contacts who are not even added to the list.

Although these random contacts are definately not on the distribution list, they are added to the To box when the distribution list is added!

It is not one particular list - it has happened to different staff members with different lists, and on different computers. We have tried deleting the lists and starting again from scratch, but the same thing occured.

Does anyone know what could be causing this? Is it likely to be a network/server issue rather than Outlook?

Hope someone can help!

Thanks in advance!

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When I try to send an e-mail distribution list I get the following message: "An internal support function returned an error".

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Can anybody tell me how to increase the number of contacts I can save to a distribution list in Microsoft Outlook 2010? At the moment it seems to default at 60. Making more than 1 distribution list does not solve my problem...I need to be able to change that number of contacts I can save???? I am running on Windows 7!

A:Outlook 2010 distribution list sizes

If this is a company with an Exchange server, they may be limiting the number of members in the distribution list.

If this is on your own, 2010 shouldn't restrict the size.

An alternate method of making a larger distro list is to break them up into groups and add the groups to another distro list:

group 1 members - Members 1-30
group 2 members - Members 31-60
group 3 members - Members 61-90
group 4 members - group 1, group 2, group 3

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I have recently created a distribution list of about 700 contacts in Microsoft Outlook 2003. When I attempt to send a message to this list I get back an error message that says:

Your message did not reach some or all of the intended recipients.

Sent: 11/14/2003 5:39 PM

The following recipient(s) could not be reached:

XXXXXXXXXXXX (deleted email address) on 11/14/2003 5:40 PM
452 too many recipients
The error message continues, listing every contact in the distribution list. I am aware of distribution lists in Outlook that have thousands of contacts without experiencing this problem. Any ideas as to what the problem may be/how to fix this problem?


A:Outlook 2003 distribution list problem

I would be interested in knowing this too. I have the exact same problem. My thought is that it is a problem with the 2003 version as I did not have this happen in XP version.

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I need a macro that will 1) create a new outlook folder, then 2) create new Outlook distribution lists from data in an Excel sheet.

The Excel sheet has columns:
A - ID

The first entry begins in row 2 with row 1 being the column title.

I need a new distribution list to be created for each department (column B) and each student level (column C). (Column B will only ever be one of 6 values, column C will only ever be one of 2 values. Therefore, the macro should create 8 distribution lists.)

I have looked at threads similar to this question but I can't seem to get anything working.

A:Macro from Excel to New Outlook Distribution List

I saw something you might could work with here: http://www.helenfeddema.com/CodeSamples.htm
scroll down for sample 61. I haven't used it but marked it one day. I'm assuming your wanting to make local distb list? Not in AD.

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I have a distribution list in Outlook an mistakenly deleted it yesterday, where does it go? I made a new distribution list with the same name and it would not work or send the email until I changed the name. How do I clean this up?

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We have Outlook from Office Professional Plus 16 at our office
I sent an email to a distribution list only to find out from another party that it went to an incorrect distribution list. i was CERTAIN i chose the right party yet it went to the incorrect one. Has this happened to anyone?  they names are not at all
the same so i didn't pick the wrong one. i Clearly went directly to the listing and chose it, so i didn't chose it from the drop down listing in the To: field.   This happened once a long time ago but since it's happened again i would like to know
if anyone can explain this as it makes no sense. 
Since my notices of work go to a lot of people, I want to save myself from embarrassment !

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How do I migrate a user's distribution list created in Outlook to another machine?

A:Solved: How do I migrate distribution list in Outlook?

Looks like a distribution list sits in the default contacts folder and is indicated by its name in bold. So exporting the source contacts folder in PST format (for import elsewhere or migration) automatically includes the DLs. Didn't know that before. Hope that helps someone.

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I have a shared distribution list in Outlook. Those people included are selected from a global address book. I have a list of people I need to add currently in excel (not their email addresses, just their names as they would appear in the global address book).

Outlook will only let me add one name at a time, and I have to add it manually (it won't even let me cut and paste then Ctrl+K).

Is there any way to add all of these new people in one go, or will i just have to trudge through manually?

Many thanks


A:Adding to an existing outlook distribution list from excel

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I am using winxp sp2 and outlook 2003. We have an exchange server. All of my distribution lists no longer show up as an email address nor do they have the plus sign. If i choose a single contact and "new message to contact" it works fine. if i go to a distribution list and choose "new message to contact" the distribution list comes up in my new message as text (no underline, no plus sign). I have tried making new test distribution lists with the same resuilts.


A:Solved: Outlook 2003 Distribution List Problem

Try going into your address book via the icon on the standard toolbar and removing then readding the contacts folder. If that does not work we will look into readding the outlook address book and see if that fixes it, then we will look into scrubbing the folders.

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sorry for stupid question, but I can't find out how to hide names (make invisible to other memebers of my list) on my distribution list in M$ Outlook 2000

Would be extremly grateful for help

A:(Solved) Outlook 2K: How to hide names on distribution list

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I tried Outlook help first and it suggested opening an email and then clicking on the Insert menu and choosing Item to insert a distribution list into an email. The problem is that there is no Item option on the insert menu! (unless I am blind)

I want to be able to share groups/distribution list with other colleagues. We do not have a server presently, our email is not currently managed in-house. Any suggestions? This would be especially helpful when setting up a new user.


A:Can I share my group/distribution list with another outlook user?

You could try exporting your Outlook contacts to a csv file.
The file could be emailed and then imported into the other user's Outlook.

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I've created a distribution list. I clicked the "Add Members/Add New E-Mail Contact". I put in the "Display name" and "E-mail address". I unchecked the "Add to Contacts" box and then I click the "OK" button. Now, I realized I've type in the wrong email address or if the user has changed his email address, I double click person's name and it didn't launch a window for me to edit but instead it opened a small window that display a summary of the person's information. I mouse over and click the "View more options for interacting with this person" icon and then click "Outlook Properties". Now, a window popup for me to edit this person's email address, "Display name", and a whole bunch of other information. I've made my changes and click the button "Save & Close". Now, I'm back to the Distribution window. In the "E-mail" column, it still shows the old email address and NOT the email address that I just finished modifying.

Here's what the actual email address is in the property window:

And noticed the E-mail address ([email protected]) above. Below is what is incorrect:

The email address showing here in the "E-mail" column shows "[email protected]" instead of "[email protected]". How do I fix this?

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