How do I make Outlook autocomplete addresses from a list of recognised <full_names> only?

Status
Not open for further replies.

NessieNoo

New Member
Outlook version
Outlook on the web
Email Account
Office 365 Exchange
This is a little complicated so I'll try to explain as best I can, but maybe it isn't possible in Outlook.

Problem context: My partner works for a large public sector organisation. Mailing lists exist for different staff groups (e.g. "call handlers", "team leaders", "managers"), but these contain several hundred names because it is a 24/7 operation. In any given 24 hour period, only a RANDOM subset of these staff groups are working (approximately 40-50 people). Consequently, several hundred members of staff are being spammed with shift information on days when they are not working.

Data: The list of staff for any given shift is extracted from a rostering system and dumped into an Excel workbook so break times can be scheduled and shared. The data extracted from the rostering system is concatenated in Excel to make it display as <first name> <last name> in a single column for each member of staff (with subsequent columns containing their short and long break times).

Question: As we have a list of full names in Excel, how do we get Outlook (O365) to recognise these as recipients in the "To:" field so only those staff on the shift are emailed?

I've already tried...:
  • Creating a plain text string of comma separated values. Outlook understands these are separate names i.e. "Joe Bloggs, Mickey Mouse" but it cannot match them to autocomplete the email addresses. They keep showing up in red as [Joe Bloggs]X [Mickey Mouse]X etc., even though all of these names as exactly displayed in the spreadsheet are recognised when typed individually into the "To:" field.
  • Creating/editing a Contact Group. There seems little point in building out a new Contact Group in Outlook for each shift when it takes just as long to start typing each individual's name in the "To:" field and Outlook autocomplete it, especially when you recall from the above that every shift contains a RANDOM subset of staff so no two shifts are the same. (I know this sounds weird, but there is a small core team of full-time staff supplemented by a very large number of bank/occasional workers and part-time workers who work very different patterns.)
Will the matching have to be done in Excel instead (and, if so, how)? Thanks in advance.
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
>>
"Joe Bloggs, Mickey Mouse" but it cannot match them to autocomplete the email addresses.
>>
Are those the names on their email accounts? If you are using Exchange and the GAL is set as the address book to check first***, it should resolve them - as long as the name matches the GAL entry. You could also add them to the contacts folder, but that can pollute the contacts, making it hard to find your personal contacts.

Does the company use standardized address formatting? j.bloggs@, m.mouse@ - if so, you can use Excel to generate the addresses.

Another option is getting a list of all names and addresses and cross reference them in excel. (if exchange, you can use a macro to get the addresses -as long as its not a huge company as it is slow.)


*** not 100% required, but if the name is not unique, checking the gal first is better.

2021-04-08_21-48-29-0000.png
 

NessieNoo

New Member
Outlook version
Outlook on the web
Email Account
Office 365 Exchange
Thanks ever so much for your guidance. Unfortunately, my partner is a recipient of the spam rather than an IT administrator so has no ability or authority to make changes to system settings, and some staff are firstname.surname@, while others are firstname.surname#@ with this number appearing to be fairly random so it isn't a standardised address format.

I think your last suggestion is probably most feasible i.e. for us to build a simple cross-reference system in Excel. Unfortunately, it is a big organisation with several thousand staff so we won't have the luxury of a macro option with Exchange, but appreciate the insight nonetheless (I'm sure it will help others who check out this thread). Thanks again for your help.
 
Status
Not open for further replies.
Similar threads
Thread starter Title Forum Replies Date
W Transfer Outlook 2016 autocomplete file to Outlook 2007 Using Outlook 1
J Outlook Autocomplete (Recipients) opens upward Using Outlook 2
C Outlook Autocomplete suggestions showing wrong person's name against an email address Using Outlook 0
M Outlook.com autocomplete list invaded by strange items Using Outlook.com accounts in Outlook 7
V Outlook 2013 - transfer autocomplete data Using Outlook 4
Michael Durthaler Outlook 2013 Autocomplete File Is Infected Using Outlook 1
G Outlook 2013 AutoComplete Limit Using Outlook 3
Z Copy Outlook 2007 "AutoComplete Contacts” to Outlook 2010 Using Outlook 7
V Outlook 2010 Autocomplete Using Outlook 7
N Outlook should use address in address book before the address in Autocomplete Using Outlook 0
J GoDaddy migrated to Office365 - Outlook Wont Add Account Exchange Server Administration 1
K Outlook 365 After migrating to Outlook 365, some contacts display in emails with prefixes Using Outlook 0
J Outlook Rules VBA Run a Script - Multiple Rules Outlook VBA and Custom Forms 0
Horsepower Cannot delete gmail in iPhone Outlook outbox Using Outlook 1
F Outlook 2019 Outlook 2019 Add and Sync to New computer Comcast server Using Outlook 2
M Understanding Outlook Identities Using Outlook 1
kburrows Outlook or Phone Combining Contacts? Using Outlook 0
P Outlook 2013 search no longer works Using Outlook 1
M Accessing ALL Outlook contact fields Outlook VBA and Custom Forms 2
C Outlook (desktop app for Microsoft365) restarts every time I save my VBA? Using Outlook 0
R MailTips and older Outlook versions Using Outlook 0
A iCloud Outlook Add In is causing Outlook 2021 to crash and got disabled Using Outlook 4
C How to import Outlook calendar? Using Outlook 0
HarvMan Outlook 365 loses "outlook.com" exchange server settings Using Outlook 1
HarvMan Outlook.com Account Using Outlook 3
D Office 365 Outlook desktop app prompts for all account passwords on startup Using Outlook 6
D Alerts in outlook Using Outlook 1
richardwing Auto forward email that is moves into a specific outlook folder Outlook VBA and Custom Forms 5
L Recommendations for Utility to Backup Outlook 365 Account Settings Using Outlook 2
J Recommendations for Outlook Duplicate Email Remover Using Outlook 6
O Outlook - How to embed font ? (If at all possible) Using Outlook 2
Z New minimum Outlook for Windows version requirements for Microsoft 365/Exchange Online Using Outlook.com accounts in Outlook 16
T How to configure Outlook for two users on a single Windows account Using Outlook 3
R Outlook 2021 Having problem setting up outlook 2021 with windows 11. I have 3 gmail accounts and I want the 3 gmail, emails to merge into the same outlook input. Using Outlook.com accounts in Outlook 0
e_a_g_l_e_p_i Outlook 2021 all appointments not showing in calendar Using Outlook 2
S Outlook 365 Can I change the possible range of highlighting colours when writing an Outlook email? Using Outlook 1
B Outlook 213 keeps crashing. I just found out there are DMP files. How can I tell Why? Using Outlook 2
H Outlook 2016 related mails in outlook Outlook VBA and Custom Forms 13
S Outlook 2021 Can you make emails from 3 word domains "safe" by entering top 2 word domain into Safe List in Outlook? Using Outlook 1
@ Outlook Using Outlook 2
kburrows Outlook 365 - Ribbon Customizations Disappear Using Outlook 0
D Wishlist How to use 'app password' in Outlook 2003 after Google pulled plug on "less secure apps" Using Outlook 2
L Restoring Outlook from backup pst file Using Outlook 5
e_a_g_l_e_p_i Kernel Outlook .pst viewer Using Outlook 3
L Outlook 365 Outlook not working on linux how to solve it Using Outlook.com accounts in Outlook 0
T Outlook 2019 Using Gmail aliases in Outlook Using Outlook 6
S Activities in Outlook Outlook VBA and Custom Forms 3
S ios outlook Using Outlook.com accounts in Outlook 0
V iCloud calendar problems, Outlook shuts down immediately Using Outlook 2
S Outlook Macro for [Date][Subject] Using Outlook 1

Similar threads

Top