Posts Tagged Outlook 2010

Combining Outlook distribution lists

This really should be as easy and clicking a couple buttons, selecting the groups to merge and hitting OK. I can’t believe there isn’t a nice way within Outlook to do this. I have 7 distribution lists that I’m going to merge into probably 2 lists. We use this to send attachments so it’s nice to break it up and not clog up the server all at the same time, but we don’t need this broken up that much.

  1. What you want to do is open each group that you’re wanting to merge together and go to the file menu, then save as.
  2. On the save as type line make sure to select text only (*.txt) and remember where you save it. The text files will look something like this:textfile
  3. Delete the lines at the top so all you have in your text file are the names and email address. Do this for all the text files.
    cleanedtextfile
  4. This next part I find easier to do with excel. In Excel (2010) go to the Data tab and select from text. Select delimited and hit next. I only need to select tab because I’m wanting to remove the email address outside of the parentheses. If you select tab and space it will split them into 3 columns, which isn’t necessary. This way we can delete the entire column at once. Actually, after completing this I had some lists that were formatted differently so I had to play around a bit. As long as you get the duplicated email address in it’s own column that will work.
  5. Highlight column B where the duplication of the address is and delete it.
  6. Now this is where I’m sure there are multiple ways to do this, but I’m not an Excel expert so this is what I figured out. What we need to do next is add a semi-colon to the end of each line to separate the people. What you should have now is something like this:
    Excel
  7. I used a formula to do this. In column B1 type =A1&”;” to get this:
    ExcelMerge
  8. Now click and drag the corner of cell B1 down the column to add the semi-colon the the rest of the fields. There’s probably a macro that can do this, but I have no experience with them so this isn’t too bad. My lists aren’t that large.
  9. What I did next was copy the column with the added semi-colon and paste it into a new notepad file. I did this with all 7 of my groups. You can either just keep appending the one file or put them into multiple, user preference.
  10. Now go into Outlook and create a new contact group.
  11. Click on add members and choose either from outlook contacts or from address book, it gets you to the same place.
  12. Now instead of selecting people from the address book go to your notepad file, copy and paste all of those people separated by the semi-colon into the members box and hit OK.
    PasteContacts

If you’re only merging a couple groups you can probably just paste directly from Excel into the members box. I had 7 to do so it was easier for me to go through notepad first.

I found this info on another site so I’m definitely not taking credit for it. Just adding it to my little notebook since I know I’ll be needing it again at some point.

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Cannot send to email group after accidental deletion

This happens far too often and is completely understandable. I am sure I would have done it by now if I used our distribution lists. Every few months or so it seems like somebody here in the office goes to edit one of the lists to keep them nice and clean (thank you) but when they go to delete a user from the list they accidentally delete the entire list itself. You can see why below:

I completely understand why they would immediately go to delete group instead of remove member. You see the big X signifying delete and just assume that’s what it will do when you have the user highlighted. I know how to recover the lists when they do delete them. You have to hunt through the deleted items and find it. If you sort by date it will sort the list based on the date it was created, not when you deleted it. Click on the group and drag over to the left where it says contacts or in our case go to folder list view and click and drag it to the appropriate contacts list under public folders.

The next time the person tried to send an email to the group they would get an error that said “unexpected error.” *sigh* So I finally got the bright idea to start typing in the group name into the To: field to make the auto-fill show up and delete that entry. I clicked the To: button and added it that way, sent the email and it worked. For some reason the auto-fill entries break if you delete the group and restore it. There must be some way outlook is identifying the auto-fills and when you restore the group it gives it another ID number or something.

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Open .eml attachments in Outlook 2003/2007

I came across a problem today where some co-workers were forwarded a bunch of emails that were attached as files, instead of inline, but they couldn’t open them. They kept trying to open in Outlook Express, which we don’t use. I could have just let them open all the attachments in Outlook Express, it wouldn’t have been a huge deal. But if they wanted to respond back to them they would have to bounce back and forth between the two – slightly annoying. I googled and found this website where you can download the registry key that allows you to open the .eml files in Outlook 2003 or 2007. You just have to make sure you install the key for the correct version of Outlook and either the 32 or 64-bit version of windows (most of you are probably 32-bit).

Before you install the key, you have to make sure you have all the current windows updates associated with Outlook, it won’t work if you don’t. After you check for updates, all you have to do is download the zip file, open it, and double click on the version that matches what you have – the key will install itself. You don’t need to restart the computer and I don’t think you even need to restart Outlook, if it was open. The .eml attachment should now open in Outlook without any problems.

If the link for the .zip file on that website ever dies, I uploaded it here.

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