E-mail database

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Guest

I am new to Outlook, so I am still getting my feet wet and trying to maximize
the program.

I work for a professional association that has a email contact list of
members of about 1500 different email addresses. When we get new email
addresses to add to our list, i need to be sure that they are not duplicates
of addresses we already have.

Any ideas on how to do this, without making a separate contact for each
email address in outlook? I tried an excel spread sheet, but that will not
notify me of a duplicate, it will only show me duplicates it I sort it
alphabetically.

For example, if I am adding "(e-mail address removed)" to the end of our list, and that
email address is already in the list toward the top, I need something that
will indicate to me that the address is already there.
 
Walkman said:
I am new to Outlook, so I am still getting my feet wet and trying to
maximize
the program.

I work for a professional association that has a email contact list of
members of about 1500 different email addresses. When we get new email
addresses to add to our list, i need to be sure that they are not
duplicates
of addresses we already have.

Any ideas on how to do this, without making a separate contact for each
email address in outlook? I tried an excel spread sheet, but that will not
notify me of a duplicate, it will only show me duplicates it I sort it
alphabetically.

For example, if I am adding "(e-mail address removed)" to the end of our list, and
that
email address is already in the list toward the top, I need something that
will indicate to me that the address is already there.
Click to expand...

I am not sure from your description, what you are using to store the list.
If it is as Outlook Contacts, then OUtlook itself will warn you. If it
really is in a database, then you need to run a Select query.


--
John Blessing

http://www.LbeHelpdesk.com - Help Desk software priced to suit all
businesses
http://www.room-booking-software.com - Schedule rooms & equipment bookings
for your meeting/class over the web.
http://www.lbetoolbox.com - Remove Duplicates from MS Outlook, find/replace,
send newsletters
 
I am not using anything currently that will do what I want. Right now I am
using Excel with one address per line. When I add a new addresses however, I
have to re-sort alphabetically and then look line by line for duplicates
which is very slow and annoying. So I am looking for something that will
notify my when I input the new address if it already exists to speed things
up
 
Outlook's contacts will do that as John said.

--
Milly Staples [MVP - Outlook]

Post all replies to the group to keep the discussion intact. All
unsolicited mail sent to my personal account will be deleted without
reading.

After furious head scratching, Walkman asked:

| I am not using anything currently that will do what I want. Right now
| I am using Excel with one address per line. When I add a new
| addresses however, I have to re-sort alphabetically and then look
| line by line for duplicates which is very slow and annoying. So I am
| looking for something that will notify my when I input the new
| address if it already exists to speed things up
|
| "John Blessing" wrote:
|
||
|| ||| I am new to Outlook, so I am still getting my feet wet and trying to
||| maximize
||| the program.
|||
||| I work for a professional association that has a email contact list
||| of members of about 1500 different email addresses. When we get new
||| email addresses to add to our list, i need to be sure that they are
||| not duplicates
||| of addresses we already have.
|||
||| Any ideas on how to do this, without making a separate contact for
||| each email address in outlook? I tried an excel spread sheet, but
||| that will not notify me of a duplicate, it will only show me
||| duplicates it I sort it alphabetically.
|||
||| For example, if I am adding "(e-mail address removed)" to the end of our list,
||| and that
||| email address is already in the list toward the top, I need
||| something that will indicate to me that the address is already
||| there.
||
|| I am not sure from your description, what you are using to store the
|| list. If it is as Outlook Contacts, then OUtlook itself will warn
|| you. If it really is in a database, then you need to run a Select
|| query.
||
||
|| --
|| John Blessing
||
|| http://www.LbeHelpdesk.com - Help Desk software priced to suit all
|| businesses
|| http://www.room-booking-software.com - Schedule rooms & equipment
|| bookings for your meeting/class over the web.
|| http://www.lbetoolbox.com - Remove Duplicates from MS Outlook,
|| find/replace, send newsletters
 
Walkman said:
So then I would make 1500 different contacts, one for each of the email
addresses?
Click to expand...


IMO, a database is by far the most flexible place to keep information like
this. But only if you know what you are doing. e.g. you need to know what
"select" and in particular "select distinct" means. If you don't and can't
pay someone who does, put them in Outlook instead.


--
John Blessing

http://www.LbeHelpdesk.com - Help Desk software priced to suit all
businesses
http://www.room-booking-software.com - Schedule rooms & equipment bookings
for your meeting/class over the web.
http://www.lbetoolbox.com - Remove Duplicates from MS Outlook, find/replace,
send newsletters
 
There's a lots of functionality in Contacts. Learn to use the Phone List
View, Group By Box and Field Chooser. These are all on the Advanced Toolbar.

You can make your own fields, mailmerge to specific groups of people - all
sorts of stuff.

I hope this helps you at least a little bit!

Judy Gleeson
MVP Outlook
Outlook trainer and author of Productiv_IT with Outlook

read my articles here: www.judygleeson.com
www.acorntraining.com.au
Canberra, Australia

Joseph Joubert
To teach is to learn twice.
 
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