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Update of a Mailing List when Changes performed

Posted on 2008-10-13
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Last Modified: 2012-05-05
Hi Experts

Following is my mailing list setup:

Each European Country has a mailing list, with its unique contacts.
Europe is set up in 10 different Zones which contain several country-mailing lists.

Now my problem is, when an e-mail address changes, which often happens, the mailing lists don't update. So when I change the e-mail address of a contact in Italy, I have to update the contact manually in the Italy mailing list and in addition to that I have to update i.e. deleting and re-adding the Italy mailing list in the respective zone.

Is there a way to do this automatically?

Looking forward to the reply. Thank you very much

Ronnie
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Question by:Ronnie_Bischof
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Author Comment

by:Ronnie_Bischof
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An addition to my question above: The Mailing lists are in the public contact folder on a SBS2003 Server
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Expert Comment

by:David Lee
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Hi, Ronnie.

The simplest way to solve this problem is to stop using distribution lists.  Use categories instead.  If each item contact had two categories set, one for the country and the other for the zone, then staff could mail to an entire country or zone by mailing to the respective category.  Best of all, no one would have to keep mailing lists updated.  
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Author Comment

by:Ronnie_Bischof
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Thanks for the reply. I have no set the category for the eg. Austria broker to GRP_Austria and to GRP_Europe_Zone5 but as they are all in seperate folders: Sales Contacts --> Europe --> Austria, and in addition in a public contact folder, so what is the smartest way to send the e-mails to the Zone5, as there is eg. Austria, Germany etc. in there.

I like the idea of setting up categories very much, just need to find a smart way to use them then, and I have not found out that one yet.

Thanks for your reply
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by:David Lee
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Before answering I need to make sure I understand.  Are you saying that each country is in its own folder?  For example, Germany and Austria, both countries in Zone 5 are each in separate public folders?
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Author Comment

by:Ronnie_Bischof
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Hey BlueDevilFan

The Setup with the folders is as follows:

Sales Contacts
    Africa
    Europe
        Austria
        Belgium
        Bulgary
        etc.
    Asia
    etc.

Until now I had in the folder Europe the Mailing Lists for the different Zones.
If it is not possible to do what we are trying to achieve with this setup I can change it, but it would be like the last resort as it would be a lot of work :-)

Thanks for your help

Cheers

Ronnie
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Accepted Solution

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David Lee earned 100 total points
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Hi, Ronnie.

What I proposed won't work with that structure.  I was thinking the structure was like this

Sales Contacts
  Africa
  Europe
    Zone 1 (contains Austria and Germany)
    Zone 2 (contains Belgium, Luxembourg, and Netherlands)
  Asia

If the contacts in Zone 1 were tagged with the categories "Zone 1" and "Austria" or "Germany", then when viewing by category a person could send to everyone in the zone, or everyone in either Germany or Austria by selecting the category and clicking Actions > Create > New Message to Contact.  If access to the contracts is controlled by permissions and not everyone has access to all the contact folders, then the structure you have now is good.  But, if everyone has access to the contacts, then the current structure isn't as efficient as putting all the contacts into a single folder and using categories or another field to view/use them.  For example, consider a structure where we have a single folder for all sales contacts.  Each contact in the folder has at least three categories: continent, zone, country name.  If we set the view to "By Category" then we get the same effect as having folders.  Expand the Asia category and you see all contacts in Asia.  Expand a zone and you see all contacts in that zone.  Expand a country and see all contacts in that country.  Don't want to view them by category?  No problem.  Create views for whatever grouping you want to see.  Not only can you view the contacts in more ways, you've also flattened the folder structure making them easier to navigate, eliminated the need for maintaining distribution lists (you can send to any group or multiple groups at once just be selecting them), and reduced space usage on your Exchange server (your admin will love you).
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Author Closing Comment

by:Ronnie_Bischof
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Thanks for the good Ideas and support. The explanation was easy to understand and brought across in a nice way (doesn't always happen).

Will set this up tomorrow and instruct my coworkers about the new structure.

Thanks for your help
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Expert Comment

by:David Lee
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You're welcome.  Glad I could help out.
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