Export Report of Contacts by Categories - they're invisible to other programs!

  • Thread starter Thread starter Guest
  • Start date Start date
G

Guest

I'd like a report (actually list to text format so I can include in plain email) contacts that have specific categories I choose.

Using Outlook 2003

want

SQLUser
joe james (e-mail address removed)
Sue Johnson (e-mail address removed)

SQLAdmin
Craig (e-mail address removed)

MailOnly
Barb Johnson 123 First Street MyHomeTown, MN 55000


I've tried:

Outlook
opened Current View by Category then closed all but desired categories.
And File Print.
Prints like this only graphical
+ Categories (none) 880 entries
- Mail only
Barb Johnson
+ Minnesota
- SQLAdmin
Craig (e-mail address removed)
- SQLUser
joe james (e-mail address removed)
Sue Johnson (e-mail address removed)

But the report isn't a text file I can email (I don't have a scanner). And it doesn't show Address unless I monkey with a bunch of fields - turn on name and email fields only, then close email and show address fields. if the fields are too wide, prints a second page, expecting me to use scotch tape.

fails to meet requirements.

Access 2003
Get External Data/ Import
fails, Access doesn't see the custom categories I've created. so report is useless.

Access 2003
Get External Data/Link tables
Access reports Security Warning, unsafe expressions are not blocked. Do you want to block unsafe expressions? etc.
never works... there is a bug...

Word
Mailmerge can't see my categories.









I've tried:
 
Use a mail merge. Start it from Outlook to "only selected Contacts." Word
won't filter by categories.
--
Russ Valentine
[MVP-Outlook]
Craig Lindstrom said:
I'd like a report (actually list to text format so I can include in plain
Click to expand...
email) contacts that have specific categories I choose.
Using Outlook 2003

want

SQLUser
joe james (e-mail address removed)
Sue Johnson (e-mail address removed)

SQLAdmin
Craig (e-mail address removed)

MailOnly
Barb Johnson 123 First Street MyHomeTown, MN 55000


I've tried:

Outlook
opened Current View by Category then closed all but desired categories.
And File Print.
Prints like this only graphical
+ Categories (none) 880 entries
- Mail only
Barb Johnson
+ Minnesota
- SQLAdmin
Craig (e-mail address removed)
- SQLUser
joe james (e-mail address removed)
Sue Johnson (e-mail address removed)

But the report isn't a text file I can email (I don't have a scanner). And
Click to expand...
it doesn't show Address unless I monkey with a bunch of fields - turn on
name and email fields only, then close email and show address fields. if the
fields are too wide, prints a second page, expecting me to use scotch tape.
fails to meet requirements.

Access 2003
Get External Data/ Import
fails, Access doesn't see the custom categories I've created. so report is useless.

Access 2003
Get External Data/Link tables
Access reports Security Warning, unsafe expressions are not blocked. Do
Click to expand...
you want to block unsafe expressions? etc.
 
That's the trick... Thanks, really

Some of the details are just plain awkward -
* why should I have to create a special VIEW including the desired fields? I'd like to just pick them
not clear about difference between Categories and Category field
* the Filter on the view is awkward. No three field sort (category, last name, first name
* merge to a catalog doesn't work in 2003.
* I had to manually create the merge fields plus the <next field> to get a list down the page
* Can't merge to Excel directly where I could do the three step sort

So it worked... Thanks, really Russ. You're an MVP to me

Craig
 
Not sure what you mean by a three field sort or why it is necessary. The
only filter you need apply in Outlook is the View by Category. I wouldn't
try to filter or restrict fields beyond that in Outlook because the rest you
can do in Word. Merge to catalogue works fine here.

Mail merges are always awkward the first few times through, especially if
you are not accustomed to doing them from Outlook. If you are more
accustomed to doing them from Word (which cannot filter a merge by Outlook
category), there is another workaround you could try. Use the View by
Category View to create a separate Contacts Subfolder in Outlook, then use
that subfolder as the data source from Word. It works well in previous
versions, although Word 2003 may have a bug that prevents it from connecting
to subfolders.
 
Back
Top