ARCHIVED: In Microsoft Outlook, how can I categorize my Contacts and send email using the categories?
If you want to send email to or arrange meetings with people on your Contacts list without using your Personal Address Book or personal distribution lists, you can use the category function in Outlook. To do this, you must first categorize the Contacts you want in a specific group. Once they are categorized, you can send email to that category.
Note: Contacts entries have no default category. Consequently, individual Contacts that you have not categorized will display with "none" when viewed by category.
To categorize your Contacts:
- In Outlook, go to your section.
- Select the individual Contacts you would like to put in a
particular category by holding down the
Ctrl
key while clicking the entries you want. - To categorize, from the tab (Outlook 2010) or the menu (Outlook 2007), click .
- From the drop-down list, click the box next to any of the
predefined categories. You can also create your own category by
clicking
Note: Individual Contacts can belong to more than one category.
at the bottom of the drop-down list.
- Click .
To send email to all the Contacts in a category:
- In Outlook, go to your section.
- To view by category in Office 2010, from the tab, click the drop-down arrow in the "Current View" section and select . In 2007, from the menu, select , and then .
- Click the category to which you want to send email.
- To send mail in Outlook 2010, from the tab, select . In Outlook 2007, from the menu, select , and then . In Outlook 2003, from the menu, select .
If you have an unusually large group of people to whom you want to send mail, or if you want to protect their confidentiality, you might want to create an email distribution list using IU List; see Create an IU List mailing list
This is document ailm in the Knowledge Base.
Last modified on 2021-09-07 17:07:29.