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You receive a "This distribution list has reached the maximum size for your network e-mail server" error message when you try to add many items to a contact distribution list in Outlook
Article ID: 238569 - View products that this article applies to.
This article was previously published under Q238569
For Outlook 2000 only:
Note The procedures in this article only apply if you have installed Outlook with the Corporate or Workgroup option. With this option, you can use Messaging Application Programming Interface (MAPI) services. To determine your installation type, click About Microsoft Outlook, on the Help menu. If you have the Corporate or Workgroup installation, you see "Corporate or Workgroup".
When you try to add many items to a contact distribution list in Microsoft Outlook, you receive one of the following error messages:
This is a limitation of distribution lists that are created and stored in a Microsoft Exchange Server mailbox store or in a personal folders (.pst) file. There is no definite limit to the number of contacts that you can add to a distribution list. The exact limit is based on the total file size of the contacts.
If you use only the very basic information for contacts, your distribution list limit may be as many as 125 contacts to 130 contacts. For example, the information for the contacts in a list of this size may include only the name and the e-mail address for each contact. You can create very large distribution lists that contain over a 1,000 contacts. However, these very large lists may not function as expected in Outlook.
For best results, the typical number of contacts that you should add to a distribution list is between 50 contacts and 70 contacts. However, if the contacts contain lots of information, the distribution list limit should be as small as 25 contacts.
Additionally, the distribution list limit is based on the property size limit of the computer that is running Exchange Server. The property size limit for an Exchange server is about 8 kilobytes (KB). The Exchange server stores all contact links in one property store. Therefore, the distribution list limit also depends on the average length of the contact's name and the average size of the entry ID. The size of the entry ID depends on the type of e-mail address and the length of the message.
Outlook 2007 Service Pack 2 (SP2) and laterThis problem was first resolved in 2007 Microsoft Office suite Service Pack 2. For more information, click the following article number to view the article in the Microsoft Knowledge Base:
949585After you install Outlook 2007 Service Pack 2, you receive the following prompt when you attempt to create a Distribution List with a large membership:
(http://support.microsoft.com/kb/949585/ )How to obtain the latest service pack for the 2007 Office suite
If you click Yes to this prompt you receive the following prompt:
Note This second prompt contains a check box labeled Please do not show me this dialog again. If you click OK to this second prompt your distribution list is saved with its current membership.
Note This same behavior applies to Outlook 2010.
Outlook 2007 SP1 or earlierTo work around this issue in Outlook 2007 SP1 and earlier, you must create multiple distribution lists. Each distribution list should have no more than the maximum number of contacts, as described in the "Cause" section. To create multiple distribution lists, follow these steps: