Question for Outlook 2003 experts

cockroachfarm

cockroachfarm

Joined
Jan 6, 2001
Messages
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I tried to figure this out from the MSN Help sites, but my question wasn't really answered.

I have to send out press release as a mass emailing to about 60 exhibitors of an upcoming trade show (at their request).

I am assuming I have to set up something called a "Distribution List"? How do I prevent each individual exhibitor from seeing the email addresses of all the others in that group? (For obvious reasons. I can control what I send out, but I would have no control over what someone else might send out if they "harvested" that group of email addresses)

Do I just put my own email address in the "To:" line and then add all the other email addresses in the "Bcc:" line?

TIA! :)
 
That would be easiest. Put yourself in the "To" line (that way you get a proof copy of the message) and the distribution list on the BCC line. That way each will get a "private" message.
 
Thanks - that's what I thought! (I just "tested" it with my family.) One more question if I may: how do I make it appear to come "From" my business name only, without showing my email address? (To make each recipient more at ease - because they may not know me by name but they certainly know the name of the business)
 
Hi holger

The problem with mass mailings ithat the recipient's ISPs will think you are a spammer and some will stop your e-mail and not deliver it. After all, the mail-bot will see from you, to you and advertising in the body of the e-mail. This has all the hallmarks of spam.

The best idea is to use Yahoo Groups. The mechanism uses mailings as a single e-mail to one recipient, (from Holger to the recipient). ISPs know that Yahoo uses a system whereby users have to request that they are sent e-mails from you.

To answer your final question, you can set Outlook Express to use any e-mail address (for example) holger@press_release.com and use the authorisation to send using the details of your real e-mail account (for instance) holger@sympatico.ca The settings are in the Server tab when you go to to Tools/Accounts/Properties
 
cockroachfarm said:
Thanks - that's what I thought! (I just "tested" it with my family.) One more question if I may: how do I make it appear to come "From" my business name only, without showing my email address? (To make each recipient more at ease - because they may not know me by name but they certainly know the name of the business)
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Holger,

You have to have a valid email address to send it from. if you don't want to send it from your email address you will have to create another email account and name it accordingly. EG: From : My Company, return email : info@mycompany.com.

Now you could also go in to you existing account and for a temporary mailer, rename your Account: My Company instead of your existing name. Then send it. The recipients will get it from MY Company with your return email.

And you may also be able to create a new contact with the business and then 'send' it from this contact.

There are many workarounds.

Secondly, you can use a distribution list, or you can set up a category for these recipients. That's how I handle larger mailings. Then you can flag individual contacts and add or remove them from a category. You can view the contact list by category and send a mailer out to everyone in each category from the Actions menu.

Lots of ways.

Coop
 
Thanks for all the great info, guys! In all the years I have been using email, I have never sent anything to a "Group" before. LOL

All I am sending out is updated show information to exhibitors that requested it by sending me an email first.

I think I will be able to work this with the suggestions you have made. Thank you!
 
To send out your e-mail from a specific name or address in Outlook 2003. Create a specific contact in your address book and make it look exactly how you want it to appear. Then add the From button and select the contact you wish to send from.

As for creating the distribution list, you will need to make a couple to cope with the 600 addresses, then post them each in the BCC field.
 
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