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How do I send a distribution list by email?

 
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jewellbox
External


Since: Aug 22, 2005
Posts: 3



PostPosted: Tue Aug 23, 2005 12:31 am    Post subject: How do I send a distribution list by email?
Archived from groups: microsoft>public>outlook>contacts (more info?)

I want to send a distribution list to another email address using Outlook.
The online help suggests going to insert/item. My drop down under insert has
no item option.
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Brian Tillman
External


Since: Mar 29, 2005
Posts: 20866



PostPosted: Tue Aug 23, 2005 3:53 am    Post subject: Re: How do I send a distribution list by email? [Login to view extended thread Info.]
Archived from groups: per prev. post (more info?)

jewellbox wrote:

> I want to send a distribution list to another email address using
> Outlook. The online help suggests going to insert/item. My drop down
> under insert has no item option.

Create a new message in Rich Text format and drag the DL to it as an
attachment.
--
Brian Tillman
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jewellbox
External


Since: Aug 22, 2005
Posts: 3



PostPosted: Thu Sep 01, 2005 4:51 pm    Post subject: Re: How do I send a distribution list by email? [Login to view extended thread Info.]
Archived from groups: per prev. post (more info?)

I just tried to retrieve this DL from the computer I had sent it to. No
attachments arrived with the email.

"Brian Tillman" wrote:

> jewellbox wrote:
>
> > I want to send a distribution list to another email address using
> > Outlook. The online help suggests going to insert/item. My drop down
> > under insert has no item option.
>
> Create a new message in Rich Text format and drag the DL to it as an
> attachment.
> --
> Brian Tillman
>
>
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Russ Valentine [MVP-Outlo
External


Since: Mar 21, 2005
Posts: 8749



PostPosted: Thu Sep 01, 2005 9:37 pm    Post subject: Re: How do I send a distribution list by email? [Login to view extended thread Info.]
Archived from groups: per prev. post (more info?)

Use the Insert Item command.
It's there.
You did not specify your Outlook version or editor, so I can't tell you
where.
Did you look beside the attachment icon? (it looks like a paper clip).
--
Russ Valentine
[MVP-Outlook]
"jewellbox" wrote in message

>I just tried to retrieve this DL from the computer I had sent it to. No
> attachments arrived with the email.
>
> "Brian Tillman" wrote:
>
>> jewellbox wrote:
>>
>> > I want to send a distribution list to another email address using
>> > Outlook. The online help suggests going to insert/item. My drop down
>> > under insert has no item option.
>>
>> Create a new message in Rich Text format and drag the DL to it as an
>> attachment.
>> --
>> Brian Tillman
>>
>>
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jewellbox
External


Since: Aug 22, 2005
Posts: 3



PostPosted: Thu Sep 01, 2005 11:14 pm    Post subject: Re: How do I send a distribution list by email? [Login to view extended thread Info.]
Archived from groups: per prev. post (more info?)

Thank you so very much! You are exactly right; The insert/item is beside
the attachment icon. I understood it was under the insert command. Again,
Thank you!

"Russ Valentine [MVP-Outlook]" wrote:

> Use the Insert Item command.
> It's there.
> You did not specify your Outlook version or editor, so I can't tell you
> where.
> Did you look beside the attachment icon? (it looks like a paper clip).
> --
> Russ Valentine
> [MVP-Outlook]
> "jewellbox" wrote in message
>
> >I just tried to retrieve this DL from the computer I had sent it to. No
> > attachments arrived with the email.
> >
> > "Brian Tillman" wrote:
> >
> >> jewellbox wrote:
> >>
> >> > I want to send a distribution list to another email address using
> >> > Outlook. The online help suggests going to insert/item. My drop down
> >> > under insert has no item option.
> >>
> >> Create a new message in Rich Text format and drag the DL to it as an
> >> attachment.
> >> --
> >> Brian Tillman
> >>
> >>
>
>
>
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Bons
External


Since: May 25, 2007
Posts: 7



PostPosted: Tue Feb 10, 2009 7:01 pm    Post subject: Re: How do I send a distribution list by email? [Login to view extended thread Info.]
Archived from groups: per prev. post (more info?)

I'm having the exact same problem---I'm doing everything per the
instructions---sending the DL from a friends computer --she has 2003---we
changed her mailbox to RIch Text.....we're sending it to my puter---I also
changed mine to Rich Text-----I have 2007---does this make a diff? We used
to do this all the time....and I cannot figure out how to get them now. Any
help you can add here would be much apprectiated!! I really NEED these DL's.

"Russ Valentine [MVP-Outlook]" wrote:

> Odd. That procedure has worked for everyone else I know so far. Obviously,
> it only works when the recipients are using a similar version of Outlook.
> Outlook DL's have no meaning to other email clients.
> --
> Russ Valentine
> [MVP-Outlook]
> "Nancy" wrote in message
>
> > The DL is in my Contacts in Outlook 2003. I created it by clicking on the
> > down arrow next to New/Distribution List. I selected the names from my
> > contact list. I have also tried the same thing by Adding the names and
> > typing their email addresses, and both times both people tell me all they
> > can
> > see is my contact info.
> >
> > When I click Insert Item I see my mailbox, double click on Contacts and
> > select the distribution list that I want to send to my colleague.
> >
> > I don't know their email clients, but I will find out.
> >
> > Thanks.
> >
> > "Russ Valentine [MVP-Outlook]" wrote:
> >
> >> Still need the other information I asked for: location of this DL and how
> >> it
> >> was created.
> >> Also need to know recipient email client.
> >> When you use Insert > Item, what do you see next
>
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Russ Valentine [MVP-Outlo
External


Since: Jan 09, 2004
Posts: 8425



PostPosted: Wed Feb 11, 2009 1:15 am    Post subject: Re: How do I send a distribution list by email? [Login to view extended thread Info.]
Archived from groups: per prev. post (more info?)

Start by posting precise steps used and mail account type. You just force us
to guess when you don't provide requisite information. "I'm doing
everything..." tell us nothing. Tell us what you are doing.
--
Russ Valentine
[MVP-Outlook]
"Bons" wrote in message

> I'm having the exact same problem---I'm doing everything per the
> instructions---sending the DL from a friends computer --she has 2003---we
> changed her mailbox to RIch Text.....we're sending it to my puter---I also
> changed mine to Rich Text-----I have 2007---does this make a diff? We
> used
> to do this all the time....and I cannot figure out how to get them now.
> Any
> help you can add here would be much apprectiated!! I really NEED these
> DL's.
>
> "Russ Valentine [MVP-Outlook]" wrote:
>
>> Odd. That procedure has worked for everyone else I know so far.
>> Obviously,
>> it only works when the recipients are using a similar version of Outlook.
>> Outlook DL's have no meaning to other email clients.
>> --
>> Russ Valentine
>> [MVP-Outlook]
>> "Nancy" wrote in message
>>
>> > The DL is in my Contacts in Outlook 2003. I created it by clicking on
>> > the
>> > down arrow next to New/Distribution List. I selected the names from my
>> > contact list. I have also tried the same thing by Adding the names and
>> > typing their email addresses, and both times both people tell me all
>> > they
>> > can
>> > see is my contact info.
>> >
>> > When I click Insert Item I see my mailbox, double click on Contacts and
>> > select the distribution list that I want to send to my colleague.
>> >
>> > I don't know their email clients, but I will find out.
>> >
>> > Thanks.
>> >
>> > "Russ Valentine [MVP-Outlook]" wrote:
>> >
>> >> Still need the other information I asked for: location of this DL and
>> >> how
>> >> it
>> >> was created.
>> >> Also need to know recipient email client.
>> >> When you use Insert > Item, what do you see next
>>
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Briano
External


Since: Feb 25, 2009
Posts: 1



PostPosted: Wed Feb 25, 2009 3:02 pm    Post subject: Re: How do I send a distribution list by email? [Login to view extended thread Info.]
Archived from groups: per prev. post (more info?)

Did this thread ever get resolved ? I have a similar problem. And I have
found a number of inquires on the internet that neve seem to get resolved.

If I send a DL (size about 5 KB) and address it to two people, one inside
the company, and one outside, the message arrives intact with the inside
address. But, is only 775 Bytes (Header only) when it arrives at the outside
address. I have tried multiple outside addresses and all are the same. ALL
recipients are using Outlook 2007. The Exchange server is 2003. The
information is filtered out when it leaves our domain but how is that
controlled ?

What would cause this behaviour ?

Thanks,

Brian Ounsted
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Brian Tillman [MVP - Outl
External


Since: Jan 08, 2009
Posts: 1012



PostPosted: Wed Feb 25, 2009 8:27 pm    Post subject: Re: How do I send a distribution list by email? [Login to view extended thread Info.]
Archived from groups: per prev. post (more info?)

"Briano" wrote in message


> Did this thread ever get resolved ? I have a similar problem. And I have
> found a number of inquires on the internet that neve seem to get resolved.
>
> If I send a DL (size about 5 KB) and address it to two people, one inside
> the company, and one outside, the message arrives intact with the inside
> address. But, is only 775 Bytes (Header only) when it arrives at the
> outside
> address. I have tried multiple outside addresses and all are the same.
> ALL
> recipients are using Outlook 2007. The Exchange server is 2003. The
> information is filtered out when it leaves our domain but how is that
> controlled ?
>
> What would cause this behaviour ?

Sending it in Rich Text format could cause this behavior.
--
Brian Tillman [MVP-Outlook]
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Smergler
External


Since: Jun 15, 2009
Posts: 1



PostPosted: Mon Jun 15, 2009 9:24 am    Post subject: Re: How do I send a distribution list by email? [Login to view extended thread Info.]
Archived from groups: per prev. post (more info?)

Of course it has a meaning!? What if they want to create a recipient group
out of a DL or just add them to theiur address book?

There is an export option that says «Export in internet format (vCard)», but
that only returns som crude textfile that is difficult to import for other
email clients.

Any solution to this?

"Russ Valentine [MVP-Outlook]" wrote:

> Odd. That procedure has worked for everyone else I know so far. Obviously,
> it only works when the recipients are using a similar version of Outlook.
> Outlook DL's have no meaning to other email clients.
> --
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Russ Valentine [MVP-Outlo
External


Since: Jan 09, 2004
Posts: 8425



PostPosted: Mon Jun 15, 2009 8:59 pm    Post subject: Re: How do I send a distribution list by email? [Login to view extended thread Info.]
Archived from groups: per prev. post (more info?)

No it doesn't. DL's are a proprietary Outlook Item that can only be used by
other Outlook users. If you want to transmit that information to users of
other email software, you'd have to convert them to another file type. DL's
do not survive exporting.
--
Russ Valentine
[MVP-Outlook]
"Smergler" wrote in message

> Of course it has a meaning!? What if they want to create a recipient group
> out of a DL or just add them to theiur address book?
>
> There is an export option that says «Export in internet format (vCard)»,
> but
> that only returns som crude textfile that is difficult to import for other
> email clients.
>
> Any solution to this?
>
> "Russ Valentine [MVP-Outlook]" wrote:
>
>> Odd. That procedure has worked for everyone else I know so far.
>> Obviously,
>> it only works when the recipients are using a similar version of Outlook.
>> Outlook DL's have no meaning to other email clients.
>> --
>
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Teresa
External


Since: Jan 28, 2005
Posts: 52



PostPosted: Wed Nov 11, 2009 12:25 am    Post subject: Re: How do I send a distribution list by email? [Login to view extended thread Info.]
Archived from groups: per prev. post (more info?)

Thank you! I've been searching for these instructions for quite a while;
easy, but definitely not intuitive. I've tried "Save" and "Save As" with no
luck.

"Matt S" wrote:

> I just found the answer to this and tested successfully:
>
> The message recipient simply has to left-click on the attached file, then
> drag & drop over to the "contacts" icon. The list is then added to that
> persons 'contacts' list.
>
> http://www.bcps.org/offices/csc/support/outlook_senddistribution.htm
>
>
> "Matt S" wrote:
>
> > I was able to email the distribution list successfully via the insert > item
> > command, but what does the recipient need to do in order to save the list and
> > be able to use it?
> >
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HappyFace06
External


Since: Apr 27, 2010
Posts: 1



PostPosted: Tue Apr 27, 2010 12:51 pm    Post subject: RE: How do I send a distribution list by email? [Login to view extended thread Info.]
Archived from groups: per prev. post (more info?)

Question for 2007. I was able to send the DL, but when it was receieved and
they tried viewing the contents of the members an error message appeared
saying "Could not find contact. it may have been deleted or moved form its
original location. Would you like to reove it from the list?"

I select No, double click on the contact and I get the properties of the
email properties. I would like the receipent to see all the info pertaining
to that contact.

Any ideas?

"jewellbox" wrote:

> I want to send a distribution list to another email address using Outlook.
> The online help suggests going to insert/item. My drop down under insert has
> no item option.
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Russ Valentine
External


Since: Aug 29, 2004
Posts: 199



PostPosted: Tue Apr 27, 2010 8:26 pm    Post subject: Re: How do I send a distribution list by email? [Login to view extended thread Info.]
Archived from groups: per prev. post (more info?)

How did you create the DL? In what information store did it reside?
How did you send it?
--
Russ Valentine
"HappyFace06" wrote in message

> Question for 2007. I was able to send the DL, but when it was receieved
> and
> they tried viewing the contents of the members an error message appeared
> saying "Could not find contact. it may have been deleted or moved form its
> original location. Would you like to reove it from the list?"
>
> I select No, double click on the contact and I get the properties of the
> email properties. I would like the receipent to see all the info
> pertaining
> to that contact.
>
> Any ideas?
>
> "jewellbox" wrote:
>
>> I want to send a distribution list to another email address using
>> Outlook.
>> The online help suggests going to insert/item. My drop down under insert
>> has
>> no item option.
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Russ Valentine
External


Since: Aug 29, 2004
Posts: 199



PostPosted: Tue Apr 27, 2010 9:14 pm    Post subject: Re: How do I send a distribution list by email? [Login to view extended thread Info.]
Archived from groups: per prev. post (more info?)

You need to understand DL's. They contain names and electronic addresses.
Period. Nothing more. They do not contain other Contact data. If they remain
in the original information store, they contain a very fragile link to the
Contact Records from which they were created. Since you broke that link, you
get the error and the behavior you see.
--
Russ Valentine
"HappyFace06" wrote in message

> Question for 2007. I was able to send the DL, but when it was receieved
> and
> they tried viewing the contents of the members an error message appeared
> saying "Could not find contact. it may have been deleted or moved form its
> original location. Would you like to reove it from the list?"
>
> I select No, double click on the contact and I get the properties of the
> email properties. I would like the receipent to see all the info
> pertaining
> to that contact.
>
> Any ideas?
>
> "jewellbox" wrote:
>
>> I want to send a distribution list to another email address using
>> Outlook.
>> The online help suggests going to insert/item. My drop down under insert
>> has
>> no item option.
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caswan
External


Since: Jun 04, 2010
Posts: 1



PostPosted: Fri Jun 04, 2010 10:02 am    Post subject: Re: How do I send a distribution list by email? [Login to view extended thread Info.]
Archived from groups: per prev. post (more info?)

This procedure is not working for me either.
I have tried to send a DL, via email, in both Outlook 2003 and Outlook 2007.
No matter how I create the message, the person receiving does not receive
the DL. They only receive my message as an attachment with no DL attached.
My server is a POP3 as well as the server of the recipient.
I have tried sending the DL by:
-Opening a new message (rich txt is the editor)
-Clicking Insert/Item
-Navigating to my Contacts
-Selecting my DL
-On the right hand side the radio button is checked to send as attachment
-I click OK
The recipient receives my message, however they only see an envelope
attached. When they open the envelope all they see is my signature, not the
DL.
There is NO paperclip next to the picture of the envelope.
They also have Outlook 2003 and their server is POP3 (not exchange). I have
also tried sending them an individual contact with the same result.
If they drag the message to their Contacts only MY info will appear!


"Russ Valentine [MVP-Outlook]" wrote:

> Odd. That procedure has worked for everyone else I know so far. Obviously,
> it only works when the recipients are using a similar version of Outlook.
> Outlook DL's have no meaning to other email clients.
> --
> Russ Valentine
> [MVP-Outlook]
> "Nancy" wrote in message
>
> > The DL is in my Contacts in Outlook 2003. I created it by clicking on the
> > down arrow next to New/Distribution List. I selected the names from my
> > contact list. I have also tried the same thing by Adding the names and
> > typing their email addresses, and both times both people tell me all they
> > can
> > see is my contact info.
> >
> > When I click Insert Item I see my mailbox, double click on Contacts and
> > select the distribution list that I want to send to my colleague.
> >
> > I don't know their email clients, but I will find out.
> >
> > Thanks.
> >
> > "Russ Valentine [MVP-Outlook]" wrote:
> >
> >> Still need the other information I asked for: location of this DL and how
> >> it
> >> was created.
> >> Also need to know recipient email client.
> >> When you use Insert > Item, what do you see next
>
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Russ Valentine
External


Since: Aug 29, 2004
Posts: 199



PostPosted: Fri Jun 04, 2010 10:12 pm    Post subject: Re: How do I send a distribution list by email? [Login to view extended thread Info.]
Archived from groups: per prev. post (more info?)

Have you ensured neither sender or recipient uses email scanning?
The method only works reliably with Exchange Server. Outlook was not really
designed for Internet Mail protocols so its proprietary formats often do not
survive transport through them.

--
Russ Valentine
"caswan" wrote in message

> This procedure is not working for me either.
> I have tried to send a DL, via email, in both Outlook 2003 and Outlook
> 2007.
> No matter how I create the message, the person receiving does not receive
> the DL. They only receive my message as an attachment with no DL
> attached.
> My server is a POP3 as well as the server of the recipient.
> I have tried sending the DL by:
> -Opening a new message (rich txt is the editor)
> -Clicking Insert/Item
> -Navigating to my Contacts
> -Selecting my DL
> -On the right hand side the radio button is checked to send as attachment
> -I click OK
> The recipient receives my message, however they only see an envelope
> attached. When they open the envelope all they see is my signature, not
> the
> DL.
> There is NO paperclip next to the picture of the envelope.
> They also have Outlook 2003 and their server is POP3 (not exchange). I
> have
> also tried sending them an individual contact with the same result.
> If they drag the message to their Contacts only MY info will appear!
>
>
> "Russ Valentine [MVP-Outlook]" wrote:
>
>> Odd. That procedure has worked for everyone else I know so far.
>> Obviously,
>> it only works when the recipients are using a similar version of Outlook.
>> Outlook DL's have no meaning to other email clients.
>> --
>> Russ Valentine
>> [MVP-Outlook]
>> "Nancy" wrote in message
>>
>> > The DL is in my Contacts in Outlook 2003. I created it by clicking on
>> > the
>> > down arrow next to New/Distribution List. I selected the names from my
>> > contact list. I have also tried the same thing by Adding the names and
>> > typing their email addresses, and both times both people tell me all
>> > they
>> > can
>> > see is my contact info.
>> >
>> > When I click Insert Item I see my mailbox, double click on Contacts and
>> > select the distribution list that I want to send to my colleague.
>> >
>> > I don't know their email clients, but I will find out.
>> >
>> > Thanks.
>> >
>> > "Russ Valentine [MVP-Outlook]" wrote:
>> >
>> >> Still need the other information I asked for: location of this DL and
>> >> how
>> >> it
>> >> was created.
>> >> Also need to know recipient email client.
>> >> When you use Insert > Item, what do you see next
>>
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only1miller



Joined: Jul 15, 2010
Posts: 1



PostPosted: Fri Jul 16, 2010 2:39 am    Post subject: Unbelievable annoyance [Login to view extended thread Info.]

Idea
I've been looking for a solution to this problem for a LONG time. It wasn't until Russ' comment about Outlook objects not surviving the internet that I stumbled upon a solution.

The trick is to encapsulate the DL before sending it to your email recipient. For example, here's what I did: (p.s. this is using Outlook 2007)

First, I dragged the DL out of Outlook onto the desktop and got a file with a .msg extension.

I then zipped that file and attached the zip file to a new email, addressed to a non-exchange email account over the net (Zimbra Server to Gmail to be exact).

After I received the email with the zip file, I copied the zip attachment to the desktop, unzipped it, and there was my .msg file.

After that I simply dragged the .msg file back into the contacts folder of Outlook and viola! the DL showed up intact!

What a PITA! But it worked!

Good luck all!
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