If you would like to send Outlook email to all contacts in a specific color category in batches, you could utilize the 2 methods introduced in this article.
For some reasons, at times, you may need to send a same email to all contacts in a specific color category. Without any doubts, sending one by one is pretty tedious. Hence, here we will share you 2 approaches. Both have their own pros and cons, you could choose either to your liking.
Method 1: Batch Send to All Contacts in a Specific Category in One Contact Folder
- To start with, launch your Outlook application.
- Then, access “Contacts” area and open a contact folder.
- Subsequently, click into the search box, and then hit the “Categorize” button and choose a specific color category from the drop down list.
- After that, you will see that only the contacts in a specific color category are listed. Now you could select all the search results by pressing “Ctrl + A” key.
- Later you can switch back to “Home” tab and click on the “E-mail” button.
- At once, a new email will display. Now you can compose it as per your needs and finally hit “Send” button to send it out.
If you have multiple contacts folders in a specific Outlook data file and would like to loop through all these folders and find the contacts in a specific color category and then bulk send an email to them, you could utilize the following way.
Method 2: Batch Send to All Contacts in a Specific Category in All Contact Folders
- First off, press “Alt + F11” keys in the main Outlook screen.
- Next, in the new window, you can open a new module.
- Then copy the following VBA code into this module.
Dim objSourcePSTFile As Outlook.Folder Dim objMail As Outlook.MailItem Dim objMailRecipients As Outlook.Recipients Sub SendanEmailtoAllContactsinSpecificColorCategory() Dim objFolder As Outlook.Folder Set objMail = Application.CreateItem(olMailItem) Set objMailRecipients = objMail.Recipients 'Get the source PST file 'Change "John Smith" to the displaying name of your own PST file Set objSourcePSTFile = Application.Session.Folders("John Smith") For Each objFolder In objSourcePSTFile.Folders Call Processfolders(objFolder) Next 'Change or add more email details here: With objMail .Recipients.ResolveAll .Subject = "Test Mail" .Body = "Input the mail details..." .Send End With End Sub Sub Processfolders(objCurrentFolder As Outlook.Folder) Dim objItem As Object Dim objContact As Outlook.ContactItem Dim objSubfolder As Outlook.Folder If objCurrentFolder.DefaultItemType = olContactItem Then For Each objItem In objCurrentFolder.Items If TypeOf objItem Is ContactItem Then Set objContact = objItem 'Find all contacts in a specific color category If InStr(objContact.Categories, "Colleagues") > 0 Then objMailRecipients.Add objContact.Email1Address End If End If Next objItem End If 'Process all contact folders recursively If objCurrentFolder.Folders.Count > 0 Then For Each objSubfolder In objCurrentFolder.Folders Call Processfolders(objSubfolder) Next End If End Sub
- Eventually, you could run this macro just by pressing F5 key button.
- Immediately, you will see that a new email is in your Outbox, being sent out.
Eliminate Vexing Outlook Errors
Outlook cannot be immune to errors. Hence, it is vitally important for us regular users to learn how to deal with various errors. First of all, you can try to fix them by starting Outlook in safe mode, using Scanpst or rebuilding the mail profile or repairing the MS office suite. If all fail, you can take aid of a potent external repair tool, such as DataNumen Outlook Repair.
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