Distribution List Manager User`s Manual
Contents
1. names or email addresses of people that you do not want to be included in any distribution lists that are created It has no effect on already existing distribution lists This feature is designed to allow you to specify yourself so that you are not included in any distribution lists that are created Distribution List Manager Copyright 2008 Sperry Software Inc Page 4 Troubleshooting Q The Sperry Software Add ins button is not visible A The add in may have become disabled For Outlook 2002 2003 users On the Outlook Menu click Help About Microsoft Outlook Click the Disabled Items button If Sperry Software is listed enable it and restart Outlook For Outlook 2007 users On the Outlook Menu click Help Disabled Items If Sperry Software is listed enable it and restart Outlook The Sperry Software toolbar may not be set to Visible On the Outlook Menu click View Toolbars and make sure that Sperry Software is checked Q The Sperry Software Add ins button does not respond A Run the add in Reset tool The add in reset tool can be downloaded from http www sperrysoftware com outlook tools as Q How can we contact you for more help A For help on more in depth issues check out our Knowledge Base Distribution List Manager Copyright 2008 Sperry Software Inc Page 52. Sperry Distribution List Manager 32 Software ia eese Fast Easy Productive ee User s Manual E a EEE L eae ea ceca et ec dc ea ce ec de ele ct ec ee ela ct ea cle ele ee ec dn cn ee ec cn ce ese ce cece ln cncne dncenene cee ceeeceke 2 Configuring the ACd inl cccccccccccceeccecececseeseecesecesecececseesececscesecececeseceseseuseeeceneueuccsusnsucesesasecenededededessss 3 SUES Vdc oe croc E cone cece cone oucucscusucucecucecucssuci cies cui ci cu ch dhichica su siice casi cich sui cicecuuencesecmencececeeeceeececes 3 AOVANCEO T AD ievcececscccscacscecccoddceccdaddcedcdadccedededecedesodecedcccd dedcccd dedeccd dedcccdddedcscdddedccad cececcdedeccccdecadseecseeceesces 4 TROUDI SNOOUING ernro r i E OE OOO OOO OOO OOOO 5 Distribution List Manager Copyright 2008 Sperry Software Inc Page 1 Welcome Thank you for choosing the Distribution List Manager add in created by Sperry Software This add in keeps tabs on changes that occur to Outlook your distribution lists You can also add all the email addresses that you receive in a single email or multiple emails into a single distribution list Once you install it there is a button that gets installed into your main Outlook window However you can and should first configure the add in by clicking on the Sperry Software Add Ins button After the Distribution List Manager add in has been configured then you can use the button by selecting one or several ema
3. an choose which to save in the distribution list Always use email address C Use full name when available If checked this option will prompt you to remove the contact from the distribution list About Spenty Software Add Ins Options Help OK Cancel The Contact folders to check for existing distribution lists frame lists the Outlook folders that are checked when a contact is queried about what distribution lists a particular contact belongs to The default Contacts folder is always selected but it is helpful to select all your contact folders The Membership Check section contains a single check mark that when checked will allow the add in to prompt you when you delete a contact that belongs to any distribution lists The prompt will ask you if you want to remove the contact from any distribution lists and if you select yes it will do so The List Limit section also contains a single item an ability to specify a maximum distribution list count This is useful because some ISPs Internet Service Providers do not allow you to email more than a certain number of people all at once Microsoft Exchange Server also limits you to 120 list members To help you deal with this situation you can set a maximum count that causes the add in to prompt you when you ve reached the limit so that you can start a new list You can specify a zero here to turn this feature off The Naming Options section allows you
4. ils in your main Outlook window you can select several emails at once by holding down the Ctrl key as you left click the mouse on the emails that interest you You can then click the Add To Distribution List and you will be prompted for an existing distribution list or to create a new one Select the list or choose to have it created and the email recipients those in the To CC and From fields will be added to the distribution lists Note that you can choose to not close the window after pressing ok just in case you want to add these same email addresses to another distribution list This button is available whenever you are in an email or contact folder When you examine or inspect a single contact there is another button that appears called Distribution List Manager Pressing this button shows you two lists The list on the left shows the distribution lists to which the contact belongs and the one on the right shows all the distribution lists that are available Pressing the Add or Remove adds or removes respectively the contact from the distribution lists Sometimes an occasion might arise where a contact s email address changes Normally you d have to find the distribution list that the contact belongs to then update the email address and select Update Now on the Outlook distribution list repeating this for all the distribution lists that the contact belongs to With the Distrib
5. to specify either saving the full name of the person or just their email address If you choose the full name or display name it will be used whenever it is present However when it is not available then the email address will be used If you are connected to an Exchange Server environment using the full name option would make sense otherwise most people Distribution List Manager Copyright 2008 Sperry Software Inc Page 3 will find the email address to be more useful since using the full name option may result in some email addresses and some full names in a non Exchange environment Advanced Tab Sperry Software Add in Configuration amp Distribution List Manager Salen Exclude Names Add any names and or email addresses separated by semicolons These names wil not be included in any distribution lists that are created It s useful to specify your own email address unless you want to be included in the distribution lists that are created J Update Immediately 1 When examining distribution ists save and update the membership count immediately Distribution List Backup Press the backup button to begin backing up any distribution lists contained in the folder list To restore any lists drag and drop the MSG files from the Windows folder where they are saved to the Outlook folder of your choice Last Backup Never Backup About Sperty Software Add ins Options Here you can list any
6. ution List Manager however you can choose Update All which will perform this work for you When you press the Update All button it will ask you the old email address and the new email address then update all the appropriate distribution lists Distribution List Manager Copyright 2008 Sperry Software Inc Page 2 Configuring the Add in Once the installation is complete you are ready to use Distribution List Manager When you open Outlook you will notice a new button Sperry Software Add ins added to the toolbar Inbox Microsoft Outlook File Edit View Go Tools Actions NOD32 Help i Anew ey 5 XK QyReply QReplyto all Forward Ba W fh j Send Receive g D Search address books Me a Sperry Software Add Ins Clicking this button displays the Sperry Software Add ins configuration screen It is on this screen that settings are made to control the add in s functionality Settings Tab Sperry Software Add in Configuration 3 Distribution List Manager Settings Advanced Contact folders to check for existing distribution lists Contacts Choose Folder Choose Multi Folders Membership Check List Limit jy Automatically notify me when deleting contacts Warn when list membership that are also members of any distribution lists count reaches 500 Naming Options When saving email addresses sometimes the display name is diferent than the actual email address You c
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