Outlook distribution list

Do you often need to send e-mails to the same group of people at once? You can do this easily if you create a distribution list containing the contact details of everyone youíll be e-mailing. Then, simply mail to the list, rather than to each individual person.

Create your list

To create your distribution list, do one of the following:
1. When your Inbox is active, choose Tools - Address Book. Choose File - New Entry - New Distribution List. The default will save this list as a contact entry.
2.† When your contact list is active, Choose New Ė Distribution List. ††
3. In Name:, type a name for your list.
4. Choose Select Members. Show Names from the Global Address List is the default. You can use the drop down to find names already in your other address lists.
5. †In the Type Name... list, double-click a name to add it to the list, or select it and choose Members. To add more than one person at a time, [Ctrl+Click] the additional names.
6. After all the desired names are selected, choose Members.

To add a person to your list whose details you donít have in any Address Book or Contacts list, choose New - OK and complete their details. Youíll need at least their name and e-mail address. Choose Save and Close to return to the Select Members dialog, and then add them to the list. †They will have been created as a new single entry in your Contacts folder.

When your group members are all listed, choose OK. At Distribution List, choose Save and Close to return to your Address Book, then close the Address Book.

Use your list

Open a blank message form: from any folder, and choose New - Mail Message.

For multiple recipients and lists like these, itís considered good manners to use the Bcc: rather than the To: field.† This is especially useful when a list contains students e-mail addresses or users addresses other than*.edu. This ensures that the names and e-mail addresses of the people on your list are hidden from each other, thus protecting everyoneís privacy---including yours, since the recipients canít tell who else is receiving your message. An exception to this might be for committee work since you may want to use the default To: field so that the members know everyone being contacted.†

So, to hide each group memberís details from the other members, enter your own e-mail address in the To: field. If you donít see the Bcc: field, choose View - Bcc Field. Then choose Bcc: and type or select the distribution listís name. Choose Bcc->, then OK. Add your Subject: text, type your message, and then choose Send.

Your list will be held in your Contacts list with a icon indicating two people. You can add new members or remove them as you require. To view or edit the members, you can right-click the list name and choose Properties.