• Creating a List
• Copying E-mail Addresses
• Add or Delete List Names
• Addressing Mail to Partial Lists

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Distribution Lists

A distribution list makes it easy to send messages and meeting requests to a group. It is easy to create a distribution list.

Creating a List

1. On the File menu, point to New, and then click Distribution List.



2. In the Name box, type a name for your list.



3. Click Select Members. In the "Show names from the" list, click the address book that contains the e-mail addresses you want in your distribution list.



4. In the "Type Name or Select from List box," type a name you want to include. In the list below, select the name, and then click Members. Do this for each person you want to add to the distribution list, and then click OK.



5. Select nonadjacent names using the CTRL key when you select using your left mouse button. You can also cut and paste from e-mails (see the next section). Select adjacent names using the Shift key to select the first and then the last name of the addresses you want to include.

   

6. If you want to add a longer description of the distribution list, click the Notes tab and then type the text.

The distribution list is saved in your Contacts folder by the name you gave it.

Copying E-Mail Addresses

1. In the e-mail message you want to copy the names from, select the names in the To or Cc box.

   

2. On the Edit menu, click Copy.
3. On the File menu, point to New, and then click Distribution List.
4. In the Name box, type a name for the distribution list.
5. Click Select Members. 
6. In the Add to distribution list Members box, right-click, and then click Paste on the shortcut menu.

   

Add or Delete List Names

1. In your Contacts folder, open the distribution list.
2. Distribution lists are marked with .
3. Do one or more of the following:

1. To add an address from an address book or a contacts folder, click Select Members.
2. To add an address that is not in a contacts folder or an address book, click Add New.
3. To delete a name, click the name, and then click Remove (if you click the Delete icon on the list toolbar, the list will be deleted rather than just the one name).

Addressing Mail to Partial Lists

1. Right-click on a list in the Contacts folder and select New Message to Contact.
2. In the To field of your message form, click on the plus sign + next to the distribution list name to expand the list.

   

3. A dialog box appears warning you that once you expand a list you can't collapse it. Click on OK. For all lists created within Outlook, all of the names of list members will appear anyway to the mail recipient unless you put their names in the Bcc box (blind carbon copy).

   

4. Delete any names you don't want included and then send the message.

Return to Course Topics or go on to the next section on Reading and Replying to New Messages.

 

 

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