Groups: names also has be in general lists?

[kevs]

I just made my first group. It seems that names in group also have to be in
big general list. Which to me defeats purposed on keeping the general list
lean and trim. Tell me I'm wrong.

Kevs



OS 10.4.7
Office 2004

 

[Diane]

I just made my first group. It seems that names in group also have to be in
big general list. Which to me defeats purposed on keeping the general list
lean and trim. Tell me I'm wrong.

They do not have to be in the general list. You will see a difference in the
icon for the contact. A blue dot for those not in your Address Book.

Not having them in your Address Book doesn't really gain much and you can
lose. You can't export groups. I suggest adding to the Address Book and give
them the category "group" for easy sorting. If they are in the Address Book,
it's easy to open the contact from a message to edit the contact. For
example, the contact has a new email address. Contacts in a group from your
Address Book cover ALL of their addresses.

More info on groups:

<http://www.entourage.mvps.org/faq_topic/address_book.html#ab4>

 

[kevs]

They do not have to be in the general list. You will see a difference in the
icon for the contact. A blue dot for those not in your Address Book.

Not having them in your Address Book doesn't really gain much and you can
lose. You can't export groups. I suggest adding to the Address Book and give
them the category "group" for easy sorting. If they are in the Address Book,
it's easy to open the contact from a message to edit the contact. For
example, the contact has a new email address. Contacts in a group from your
Address Book cover ALL of their addresses.

More info on groups:

<http://www.entourage.mvps.org/faq_topic/address_book.html#ab4>

Thanks Diane, I understood about a third of that.

So you can do this without them being in the general address book. How? I
can't see how to do that.

You see, if I have 200 names in address book - mostly friends lets say. And
now I want to have 1000 business contacts, that would really dilute the
manageability of the address book no?

Exporting, don't think I ever do that. Why would I want that?

" If they are in the Address Book,
it's easy to open the contact from a message to edit the contact."

Can't I just edit a contact anytime I want to though?

" For
example, the contact has a new email address. Contacts in a group from your
Address Book cover ALL of their addresses."

Sorry, don't understand a word on that difficult sentence at all. Seems
important though.



OS 10.4.7
Office 2004

 

[Jolly Roger]

I want to have 1000 business contacts, that would really dilute the
manageability of the address book no?

What makes you say that?

First off, I think "groups" is really best for sending mail to
distribution lists and not to control how you view the contacts in your
list. There are plenty of ways to control what Entourage displays.

For instance, you can assign the "Business" category to all business
contacts, and then use the little filter menu at the top-right to show
"Category is" "Business".

Better yet, create a "custom view" (listed on the left-hand side - File

New > Custom View) the match contacts in the Business category. Then

whenever you select that custom view, only Business contacts appear in
the list.


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[Diane]

So you can do this without them being in the general address book. How? I
can't see how to do that.

You enter them in the group. Open the group and select Add.

You see, if I have 200 names in address book - mostly friends lets say. And
now I want to have 1000 business contacts, that would really dilute the
manageability of the address book no?

You manage your contacts with a variety of sorts. It's not how many you view
on the screen. You can sort by category, name, company etc.

When you sort by category all of the others disappear off the screen. You
could even create a general category for your current contacts so that when
you select it, your Address Book would look just like it does now but the
business contacts would be there when selected.

Exporting, don't think I ever do that. Why would I want that?

Backup! I guess your business contacts aren't that important if you are
asking about that.

" If they are in the Address Book,
it's easy to open the contact from a message to edit the contact."

Can't I just edit a contact anytime I want to though?

Yes, but they are easier to find and edit when in the Address Book. For
example you get an email from a contact, this is a new address. You use
command-option-C to automatically open the contacts old address and add the
new one.

" For
example, the contact has a new email address. Contacts in a group from your
Address Book cover ALL of their addresses."

Sorry, don't understand a word on that difficult sentence at all. Seems
important though.

Say John Doe has address (e-mail address removed), but he also has an address
(e-mail address removed). Having all of his addresses in one place makes it easier to
manage.

 

[kevs]

You enter them in the group. Open the group and select Add.

You manage your contacts with a variety of sorts. It's not how many you view
on the screen. You can sort by category, name, company etc.

When you sort by category all of the others disappear off the screen. You
could even create a general category for your current contacts so that when
you select it, your Address Book would look just like it does now but the
business contacts would be there when selected.

Backup! I guess your business contacts aren't that important if you are
asking about that.

Yes, but they are easier to find and edit when in the Address Book. For
example you get an email from a contact, this is a new address. You use
command-option-C to automatically open the contacts old address and add the
new one.

Say John Doe has address (e-mail address removed), but he also has an address
(e-mail address removed). Having all of his addresses in one place makes it easier to
manage.

Thanks Diane good info/ thanks also Jolly.
Diane:
You know I have auto back program every night, which goes to a separate hard
drive, and also archive the entire Microsoft user date ever month or so.
But still, if I ever wanted to look at these back ups for a name I deleted,
where do I go peeking into?

The weird thing is, that I figure, I'll click on these back up files and it
brings me into an Entourage interface , and then I'm confused, am I in the
past or the present, and if it's past how to I drag something into the
present?



OS 10.4.7
Office 2004

 

[Diane]

You know I have auto back program every night, which goes to a separate hard
drive, and also archive the entire Microsoft user date ever month or so.
But still, if I ever wanted to look at these back ups for a name I deleted,
where do I go peeking into?

Are you backing up your Documents folder every night? It's more important
that you back up the Microsoft User Data folder or more specifically your
Identity folder than the application.

To view data from an archived Identity, just rename it and drag it back into
the Microsoft User Data folder. Switch Identities under Entourage in the
menu bar and select the archived Identity.

The weird thing is, that I figure, I'll click on these back up files and it
brings me into an Entourage interface , and then I'm confused, am I in the
past or the present, and if it's past how to I drag something into the
present?

Just drag the individual email or contact to the desktop. When you switch
back to your regular Identity you can drag it in.

 

[kevs]

Are you backing up your Documents folder every night? It's more important that
you back up the Microsoft User Data folder or more specifically your Identity
folder than the application.

To view data from an archived Identity, just rename it and drag it back into
the Microsoft User Data folder. Switch Identities under Entourage in the menu
bar and select the archived Identity.

Just drag the individual email or contact to the desktop. When you switch back
to your regular Identity you can drag it in.

Thanks Diane, excellent.

OS 10.4.7
Office 2004