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Distribution Lists for Multiple Address Fields
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Regardless of where you create a distribution list, you can t allocate some addresses in the list to the To eld and other addresses to the Cc or Bcc eld. You can, however, place the distribution list address in either the Cc or Bcc eld, if needed. If you often need to separate addresses from distribution lists into different address elds, you can use a couple of techniques to simplify the process. First, consider splitting the distribution list into two or three separate lists. This approach works well if the To, Cc, and Bcc elds generally receive the same addresses each time. A second approach is to create a template with the addresses already lled in: 1. Start a new mail message.
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Managing Address Books and Distribution Lists
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2. To view the Bcc eld, click the Options tab on the ribbon and then click Show Bcc. 3. Fill in the addresses in the appropriate elds as needed. 4. Click the Of ce button and choose Save As. 5. In the Save As dialog box, choose Outlook Template from the Save As Type dropdown list. 6. Specify a name and location for the template and click Save. When you need to send a message using the template, browse to the folder in which the template is stored and double-click the le to open the message template. Add any additional addresses, text, or attachments; then send the message as usual.
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You can use distribution lists on Exchange Server which are set up by the system administrator the same way you use local distribution lists to simplify broadcasting messages to multiple recipients. (As mentioned earlier, you can t create distribution lists in the GAL or other Exchange Server address lists from Outlook 2007, although you can modify such a list if you are designated as the list owner.) You can use a server-side distribution list the same way you use a local distribution list. Select the list from the appropriate address list on the server. The list name is converted to addresses when you send the message, just as a local distribution list is.
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If you prefer working through your local address books instead of the server address lists, you might want to add a server-side distribution list to your local Contacts folder. You can easily do so through the address book or the list s dialog box. Open the address book, select the distribution list, and then choose File, Add To Contacts.
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Note
If you have the list s dialog box open, click Contacts on the General tab. Outlook 2007 then adds the list to your Contacts folder.
When Outlook 2007 displays the distribution list, you can then modify the group, assign categories, send a meeting request or e-mail, mark it as private, or even use the Proof button to run spell-check or use the thesaurus (see Figure 6-15). Make any necessary changes to the distribution list and then click Save And Close.
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Automatically Adding Addresses to the Address Book
Figure 6-15. You can select various options for distribution lists you store in the Contacts folder.
Automatically Adding Addresses to the Address Book
When you receive a message from a sender whose address you want to save in your local Contacts folder, you can add the address manually. Outlook 2007 also provides an easier method, however. With the message open, right-click the sender s address on the InfoBar and choose Add To Outlook Contacts.
Using the Mobile Address Book
Outlook 2007 adds a new feature for addresses: the Mobile Address Book (MAB), which is added automatically when you add an Outlook 2007 Mobile Service account to your pro le. You can also add the MAB manually and use it without an Outlook 2007 Mobile Service account.
See the section Using Outlook Mobile Service Accounts, in 45, Making Outlook Mobile, for more details on Mobile Service accounts.
To add the Mobile Address Book manually, choose Tools, Account Settings. In the Account Settings dialog box, click the Address Books tab and then click New. Choose Additional Address Books and click Next. Choose Mobile Address Book and click Next. Outlook 2007 warns you that the address book will not be available until you stop and restart Outlook 2007. Click OK, Close, and Finish; then restart Outlook 2007. Like the OAB, the MAB does not actually store addresses. Instead, it searches for and displays existing addresses that have phone numbers in the Mobile contact eld (see Figure 6-16). Because the MAB searches for and displays these contacts automatically, you don t have to do anything to add them to the MAB.
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