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  #1  
Old 01-24-2011, 11:25 AM
smiffyo smiffyo is offline outlook distribution list limits Windows XP outlook distribution list limits Office 2007
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Default outlook distribution list limits


Hi, I am new to this and would appreciate any help please. I am using Outlook 2007 and have downloaded and installed Office Service Pack 2 which claims to remove the limit on the size of any distribution list, I need a size greater than 100 addresses in a single list. All emails to the list are still returned as 'too many recipients'. Am I missing something?
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Old 01-24-2011, 04:20 PM
atrivedi atrivedi is offline outlook distribution list limits Windows 7 outlook distribution list limits Office 2010 (Version 14.0)
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Default Distribution List Limits - Outlook 2007

This error is not given by Outlook but by your ISP or corporate mail administrator. Usually you get a Send/Receive error or you’ll get an email message back from Administrator, or similar, containing a notification with error 4.5.3 or “452 too many recipients”.

Outlook itself doesn’t hold a limit for the amount of addresses that you can send to within a single email. ISPs or corporate mail administrators usually have one of the following limits set or a combination of them;

1. amount of recipients for a single email
2. amount of emails that you can send in an hour
3. amount of emails that you can send in a day

These limits are set to protect their mail server from excessive use or even abuse by spammers. You’ll have to contact your ISP or corporate mail administrator to find out which exact email policies they have in place.

Once you know them, then you can use different methods to comply with them. Some suggestions;

1. For the first limitation you can use a mail merge.

2. For the second limitation you can use a mail merge addin which automatically breaks the mail merge into batches which are each below this limit. Several of these tools are also discussed in the mail merge guide.

3. For the third limitation you could also use the method for the second limitation but that often doesn’t make any sense when sending out a time-bound mailing. In that case, you could consider using a third party service for mass mailings. Your local copy shop might also provide these services to you.

4. Usually when you have a business subscription with your ISP, you won’t have any such limitations but it could also require an upgrade of your subscription. Ask your ISP about the possibilities.

5. Your corporate administrator could also have designated a specific mail address which you can use to send out large mailings or can temporary remove these limitations for your account or schedule it to run at night.
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Old 01-26-2011, 10:39 AM
smiffyo smiffyo is offline outlook distribution list limits Windows XP outlook distribution list limits Office 2007
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Default Distribution list restriction in Outlook

Thanks A Trivedi,
Possibly I didn't explain myself properly in the original post. It is my ISP Orange who suggested using Outlook as they accept the limitations with their own service. Outlook is now set up to send and receive email using my orange address. The Help file in Outlook says clearly that installing Office Service Pack 2 removes all restrictions on numbers in a distribution list, but at present that doesn't seem to be the case for me. Does your solution No. 1, using a mail merge, mean sending the emails as a mail merge containg a document or are you refering to simply using the list of contacts to merge the addreses etc?

Hope you can still help

Phil Smith
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Old 01-27-2011, 08:54 AM
atrivedi atrivedi is offline outlook distribution list limits Windows 7 outlook distribution list limits Office 2010 (Version 14.0)
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Default Distribution List Limits

Phil,

I would suggest using Mail Merge with your Outlook contacts. There is also a Mail Merge plug in tool available for Outlook.

This will allow you to email multiple contact without having to worry about any limitations.

Please let me know if you would like the instructions on how to use mail merge with Outlook 2007.
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Old 01-31-2011, 10:24 AM
smiffyo smiffyo is offline outlook distribution list limits Windows XP outlook distribution list limits Office 2007
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Thanks again A Trivedi. Yes please I would appreciate instructions for using the mail merge with Outlook.
Phil
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Old 01-31-2011, 10:34 AM
atrivedi atrivedi is offline outlook distribution list limits Windows 7 outlook distribution list limits Office 2010 (Version 14.0)
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Default Mail Merge with Outlook 2007

Phil,

Please follow the instructions to perform a Mail Merge in Outlook 2007.

Microsoft Office Word 2007

1. On the Mailings tab, click Start Mail Merge, and then click Step by Step Mail Merge Wizard.

2. In the Mail Merge task pane, click Letters under Select document type, and then click Next: Starting document.

3. Use one of the following procedures:

a. If you want the want the body of the letter to be the document that is currently open, click Use the current document under Select starting document. Go to step 4.
b. If you want the want the body of the letter to be an existing template, click Start from a template under Select starting document, and then click Select template.
c. If you want the want the body of the letter to be an existing document, clickStart from existing document under Select starting document. ClickOpen, and then select the file that you want to use as your main document.

4. Click Next: Select recipients.

5. Under Select recipients, click Select from Outlook contacts. Under Select from Outlook contacts, click Choose Contacts Folder.

6. In the Select Contact List Folder dialog box, select the contact list that you want to use, and then click OK.

7. In the Mail Merge Recipients dialog box, make any changes that you want, and then click OK.

8. Click Next: Write your letter. Type your letter, if you have not already done so. Click where you want to insert the first field. In the Mail Merge task pane, click the field that you want to insert under Write your letter.

Alternatively, click More Items to display the Insert Merge Field dialog box, and then insert the field that you want. When you have finished writing your letter and inserting merge fields, click Next: Preview your Letter.

9. Click the left arrow or the right arrow to preview the way that the merged document will look for each recipient. Make any changes that you want. When you are finished, clickNext: Complete the merge.
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