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Distribution lists save time in Outlook

March 28, 2017

By Kathie M. Rotz, CPTM, Director of Learning

Do you use Outlook to its full potential? There are many tools within the functionality of Outlook that can make your email tasks more efficient and save you valuable time. An important function that comes to mind, is the development of distribution lists.

A distribution list or contact group is a group of people (email addresses) in your address book. By selecting the list, you can send messages to everyone in the list all at once.

Many companies will create distribution lists that are available and used throughout the whole company. If these lists are not enough for you, you can create your own.
a. Select the People option in bottom left corner of Mailbox window
b. Select the Home menu > New Contact Group button
c. Enter a name for your new list in the Name field. Tip: start all lists with “DL-” so that you can quickly find your custom lists in your address book.
d. Select the Add Members button > select the appropriate location of your contacts
e. Find the people you want in the list and select the Members button at the bottom. When everyone has been added select the OK button.
f. Select Save & Close button
g. Now this new list will show in your contact list or Outlook address book.

To use this list:
a. Create a new email
b. Type the name of your list in the To field

NOTE: To use this list for the first time, you may need to add it to your contacts. To do so, start typing the name of the group in the To: field, and if it does not automatically populate, click on the Check Names feature to select it from the address book. Once you have done that, Outlook will recognize it moving forward and will auto-fill when you start typing it in the To: field.

This list will be available to only you for as long as you keep it in your address book.

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