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Managing Address Books and Distribution Lists
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AutoComplete doesn t check to see whether a particular contact has more than one e-mail address. Instead, it uses whatever address it nds in the cache. If Outlook 2007 has cached one address, but you prefer that it cache a different one, delete the existing cache entry (as explained in the next section). Then address a new message to the contact using the desired e-mail address to cache that address.
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Figure 6-11. Select a name from the AutoComplete cache list offered by Outlook 2007.
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You can turn AutoComplete on or off to suit your needs by following these steps: 1. Choose Tools, Options, and click E-Mail Options on the Preferences tab. 2. Click Advanced E-Mail Options. 3. Select or deselect the Suggest Names While Completing To, Cc, And Bcc Fields option to turn AutoComplete on or off, respectively.
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You can move your AutoComplete cache le from one computer to another. You can also back it up so you can restore it in the event your computer crashes.
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Using Distribution Lists
See the section Backing Up and Restoring Data in 31, Archiving, Backing Up, and Restoring Outlook Data, for details.
Deleting a Name from the AutoComplete Cache
Outlook 2007 caches all entries and moves the lesser-used ones to the bottom of the list, eventually removing ones that are not used. One common reason to delete a name from the cache is that you either don t use it very often or want to use a different e-mail address for that contact. It s easy to delete a name from the cache using these steps: 1. Start a new e-mail message and type the rst few letters of the name. 2. When Outlook 2007 displays the shortcut menu with the matching entries, select the one you want to delete and press Delete. 3. Repeat this process for any other cached addresses you want to delete.
Deleting the Entire Cache
It s possible, although not common, for the AutoComplete cache to become corrupted, preventing it from working, or causing it to offer incorrect addresses. If you experience this problem, close Outlook 2007 and locate the .nk2 le for your pro le, as explained at the beginning of this section. Rename or delete the le and restart Outlook 2007 to create a new AutoComplete cache le (Outlook 2007 creates the le automatically).
Using Distribution Lists
If you often send messages to groups of people, adding all their addresses to a message one at a time can be a real chore, particularly if you re sending the message to many recipients. Distribution lists in Outlook 2007 help simplify the process, enabling you to send a message to a single address and have it broadcast to all recipients in the group. Instead of addressing a message to each individual user in the sales department, for example, you could address it to the sales distribution group. Outlook 2007 (or Exchange Server) takes care of sending the message to all the members of the group. You can create distribution lists in the OAB. You can t create distribution lists in the GAL or other Exchange Server address lists only the Exchange Server system administrator can create the distribution lists on the server. However, you can modify distribution lists on the Exchange Server computer if you re designated as the owner of the list.
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Managing Address Books and Distribution Lists
Creating Distribution Lists
Setting up a distribution list in your OAB is a relatively simple procedure. You can create a distribution list using addresses from multiple address books, which means, for example, that you might include addresses from the GAL on the Exchange Server computer as well as personal addresses stored in your Contacts folder. You can also include addresses of different types (for example, Exchange Server addresses, Internet addresses, and X.400 addresses). In general, it s easiest to set up a distribution list if all the addresses to be included already exist, but you can enter addresses on the y if needed. Follow these steps to create a distribution list: 1. Open the address book. 2. Choose File, New Entry or right-click in any area of the address list eld and click New Entry. 3. Select from the drop-down list the address book in which you want to store the distribution list. 4. In the Select The Entry Type list, select New Distribution List, and then click OK to display the Distribution List dialog box, as shown in Figure 6-12.
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