Address & Distribution List Correction Process

Transcription

1 Address & Distribution List Correction Process All of the addresses and distribution lists from your personal address books in GroupWise moved over to Outlook/Exchange. Some of the addresses are not sending correctly. o If you send an individual message to an individual address that isn t working, you ll get a delivery error report message. o You do not get the error message when you use a distribution list containing one of these nonworking addresses. We recommend that you closely review your distribution lists and addresses that have moved over from GroupWise. Removing a Bad/Incorrect Address from your Autocomplete list The first time you send an message to someone their address is stored in your autocomplete address list. The next time you go to send an message to that person, their address from your autocomplete list pops up under the To: line so you can select it. If that address is incorrect or bad it generated an undeliverable message the first time you used it you ll want to delete that address from your autocomplete list. To delete the bad autocomplete address: o start typing the name o use the down arrow key to highlight the address o press the Delete key o In the example below, the address for John Doe is not valid 1

2 Reviewing Your Contacts Click on Contacts in the lower left corner of the main Outlook window to see your Contacts Click on the Contacts folder you wish to review o Make sure the Current view is either business cards, address cards or detailed address cards so you can see the addresses. 2

3 Look for addresses in a format that is not valid in Outlook. Examples of addresses that were valid in GroupWise but not valid in Outlook include: o firstname#032#lastname.nonehc#032#users.internet e.g., Johnny#032#Appleseed.NONEHC#032#USERS.Internet o firstname lastname.gwdx.dxpx e.g., John Doe.GWD3.D3P3 HINT: Print your Contacts folder (File, Print) to make this review easier. You can either delete any entry with a bad address OR update the contact with an address in the correct format. o To delete, right click on the contact and choose delete. Hint: Choose this option if this is someone from Emory and you have not personalized the contact information (e.g. added comments, their birthday, personal cell phone or other information not found in the system address book). o To update, double click on the contact to bring it up, click and find the address in the Global Address List. Then Save and Close. 3

4 Reviewing Your Distribution Lists (Groups) To review the addresses in a group (a distribution list), you must double click on it to open it. Print your distribution list before updating it. o To print, click the Office pearl in the upper left corner of the screen and choose print. Update your distribution list with addresses from the Outlook Global Address List. o Click Update Now 4

5 Note: You may or may not see the following pop up window after clicking on Update Now. If this window appears, leave the default selection (try to repair the lost members). Click OK. Review the results and look for unsupported addresses. If any distribution list member remains with an unsupported address: o Highlight that person s name and click remove to remove that entry from the distribution list. Add the member back: o Click Select Members to select their name from the Global Address List or by Clicking Add New to manually enter their name and address. Click Save and Close * *WARNING: If your distribution list contained a link to another distribution list (e.g., part 2 of this distribution list), that link may be removed after you click Update Now. You can add it back: o Click Select Members which brings up the Global Address List. o Select the Address book (Contacts folder) that contains your distribution list o Select the subsequent part of distribution list e.g., EHC Leadership (part 2) 5