How can I get a nested category view in Outlook please?

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Alan

Hello,

We migrated from a third-party mailsystem where users had large, often

nested distribution lists, to Outlook 2003. At the time, we had to

migrate the distribution lists to categories because of Outlook's very

small limit on the number of members of distribution lists.

When users click on View - Current View - By Category in their

Contacts folder, they see a flat view of each category and its

members. That's fine for migrated lists which only contained

individual contacts.

However, where nested distribution lists have been migrated, they

really need to see a top-level category with sub-categories.

For example, if group A had groups X, Y and Z as members, they need to

see category A, with indented categories X, Y and Z under it. The

normal view by category just lists categories A, X, Y and Z one after

the other.

Anyone know how can we do what they need in Outlook please. They use a

shared, functional mailbox, so any solution would need to be

implemented on about 5 PCs.

(In the long-term, I'm thinking of BCM but they need something now.)

Thanks,

- Alan.
 

Brian Tillman

Senior Member
"Alan" <bruguy@gmail.com> wrote in message

news:f113ba7f-a173-4856-80ca-49efc872eceb@v20g2000yqv.googlegroups.com...


> We migrated from a third-party mailsystem where users had large, often
> nested distribution lists, to Outlook 2003. At the time, we had to
> migrate the distribution lists to categories because of Outlook's very
> small limit on the number of members of distribution lists.

> When users click on View - Current View - By Category in their
> Contacts folder, they see a flat view of each category and its
> members. That's fine for migrated lists which only contained
> individual contacts.

> However, where nested distribution lists have been migrated, they
> really need to see a top-level category with sub-categories.

> For example, if group A had groups X, Y and Z as members, they need to
> see category A, with indented categories X, Y and Z under it. The
> normal view by category just lists categories A, X, Y and Z one after
> the other.

> Anyone know how can we do what they need in Outlook please. They use a
> shared, functional mailbox, so any solution would need to be
> implemented on about 5 PCs.


Outlook can't do what you want with the categories as you've defined them.

Why would you need to anyway? Suppose you have, say, a group of friends, some

of whom are also family members. if you have the category "Family" assigned

to the latter people and "Friends" assigned to the former collection, clearly,

the people in the Family category will also be in the Friends category, so

they're automatically "nested"; that is, if you send a message to the Friends

category, you'll include the people in the Family category who are also

friends.

--
 
L

Leonid S. Knyshov // SBS Expert

On 2/25/2010 10:54 AM, Alan wrote:
> Hello,

> We migrated from a third-party mailsystem where users had large, often
> nested distribution lists, to Outlook 2003. At the time, we had to
> migrate the distribution lists to categories because of Outlook's very
> small limit on the number of members of distribution lists.

> When users click on View - Current View - By Category in their
> Contacts folder, they see a flat view of each category and its
> members. That's fine for migrated lists which only contained
> individual contacts.

> However, where nested distribution lists have been migrated, they
> really need to see a top-level category with sub-categories.

> For example, if group A had groups X, Y and Z as members, they need to
> see category A, with indented categories X, Y and Z under it. The
> normal view by category just lists categories A, X, Y and Z one after
> the other.

> Anyone know how can we do what they need in Outlook please. They use a
> shared, functional mailbox, so any solution would need to be
> implemented on about 5 PCs.

> (In the long-term, I'm thinking of BCM but they need something now.)

> Thanks,

> - Alan.


Single mailbox? Time for an Exchange server. SBS 2008 would do the trick.

This just sounds a convoluted attempt to create a pseudo-CRM.

However, Outlook may be able to do this in two ways:

1. Use nested contact folders. You would have to add each of them as

Outlook Address Book for them to show up in the To: dialog box. Extract

distribution list members into Outlook contact items and move them to a

specific contacts folder.

2. Use Outlook "Group By" box.

Method 1

Hit Ctrl-6 to open the all folders view.

Create a new contacts folder under the root mailbox.

Create a subfolder.

Make the new subfolder an Outlook Address Book

It won't be visible in the To: box as a nested folder, but from the All

Folders view it will be viewable as nested.

Method 2

This involves using the user-defined fields in your contact objects.

You have 4 such fields. They can be made visible and editable in contact

view. You could use that. They can each hold a single value, whereas

categories are a multi-value field. You could also group by any other

Outlook field, such as Company and Job Title.

The downside to it is that you'll also see (none) everywhere and I don't

know of a way to turn that off.

What you really want is more than one field like the built-in

categories. Unfortunately, I am not aware of a built-in way to make that

happen.

I can think of one work-around, but it will be so complex that it is

unsupportable.

It is actually possible to write SQL statements inside Outlook, which

might be what you will ultimately need to do. I've done some pretty

interesting things with that feature in the past.

I'd look into potentially using Sharepoint for this application.

What BCM view accomplishes what you want?

Leonid S. Knyshov

 
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