CATEGORIES IN OUTLOOK
_____________________________________________________________________
Business Computing Tips
By K&K Fainges kfainges@bigpond.net.au
Taking a break from all the menu items we've been doing, I was asked a
question about sending emails out using Outlook.
Ever wanted to send out an email to all your customers, but not unknown how
to separate them from your friends in your address book?
Outlook has categories, you can even add your own. When you enter a new
outlook in your contact list, push the button marked category (often down the
bottom) and chose the one you want. Then when you've been good and added
categories to all your contacts:
1 Go into your Contact folder. (On your outlook bar)
2 Go to View in the menu, and click on 'view by category'.
3 Highlight all the addresses in the category you want (click on the top
one, hold the shift key down & click on the bottom one).
4 Right click in the highlighted area and click on Move to Folder.
5 Move them all to a new folder in contacts (click on contact then hit the
new folder button. Give it the name of the category and makes sure the Folder
contains box shows 'contacts')
6 Open a new distribution list. Hit the Select Members button.
7 Where it says show members from, change that to the new folder name you
just made. THEN
8 Add all the names (same click on top one, shift key, click on bottom
one.)
and Viola.
One distribution list for that category.
Now you are free to send out an email to that list, confident that it is
going only to the people you want it to go to.
Two important things to remember:
One: spam laws are quite tight, don't email to
anyone that hasn't given you permission in writing (on an email counts).
Two: put the distribution list in the BCC section,
not in To, or everyone will get everyone else's address. Not good.
***********************************************************************
Please feel free to pass it on to your friends, just let them know I wrote
it.
Karen Fainges holds a Bachelor of Business, and a Grad. Cert of Vocational
and Educational Training. All this is nice but it's the 14 years of having to
make sales or starve that makes her think she has really learnt what does and
doesn't work. A tutor for all ages, she specialises in helping people get
started on the long road to technology.
"It has to be practical, it has to be cheap, and it has to work."
