Microsoft Outlook 2007©

Creating & Using Distribution Lists

BHS Tech Dept./ JGN

Microsoft Outlook 2007©

Terminal Learning Objectives

• Be Able to Create and Edit Distribution Lists

• Know how to effectively use Distribution Lists to quickly and efficiently mass e-mail colleagues, parents and students.

BHS Tech Dept./ JGN

Microsoft Outlook 2007©

Enabling Learning Objectives

• Handout• This Presentation• Hands-On Follow-Along

BHS Tech Dept./ JGN

About Distribution Lists

• A distribution list is a collection of contacts.• It provides an easy way to send messages to a group of

people. For example, if you frequently send messages to the grade level team, you can create a distribution list called Grade Level Team that contains the names of all members of the teaching team.

• A message sent to a distribution list goes to all recipients listed in the distribution list. Recipients see their own names and the names of all other recipients on the To line of the message instead of seeing the name of the distribution list.

About Distribution Lists

• You can use distribution lists in messages, task requests, meeting requests, and other distribution lists.

• You can easily add and delete names in a distribution list, send it to others, and print it.

• Distribution lists are identified with and are stored by default in your Contacts folder, so you can sort and assign categories to them.

• If you use Microsoft Exchange Server, your Global Address List can contain global distribution lists, which are available to everyone who uses that network.

About Distribution Lists

• The personal distribution lists that you create in your Contacts folder are available only to you, but you can share them by copying and sending them to others.

• You can send a message or meeting request to part of a distribution list by clicking the plus sign (+) next to the name of the distribution list to show the individuals on the list, and then deleting the names that you do not want.

• Distribution lists in the E-mail field of a contact cannot be expanded.

Create a distribution listApplies to: Microsoft Office Outlook 2003 and Up, Word 2003 and Up.

• Create a distribution list using names in the Address Book.

• Create a distribution list by copying names from an e-mail message.

Create a distribution list Create a distribution list using names in the Address Book

• On the File menu, point to New, and then click Distribution List. • In the Name box, type a name. • 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. • 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.

Create a distribution list Create a distribution list using names in the Address Book

• 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 give it.

Create a distribution list Create a distribution list by copying names from an e-mail message

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

• On the Edit menu, click Copy. • On the File menu, point to New, and then click Distribution

List. • In the Name box, type a name for the distribution list. • Click Select Members. • In the Members Text Box, right-click, and then select Paste.• Click OK.• Click Save & Close.

• On the File menu, point to New, and then click Mail Message.

• Click To, and then in the Type Name or Select from List box, enter the distribution list that contains the people you want to send a message to.

• Distribution lists are identified with . • Click OK. • Click the plus sign (+) next to the name of the distribution

list to show the individuals on the list, and then delete the names that you do not want the message sent to.

Send a message to part of a distribution list Applies to: Microsoft Office Outlook 2003 and Up.

• Note  After you expand a distribution list, the distribution list name is replaced with all the individual names on the list. You cannot collapse the names back to the distribution list name.

Send a message to part of a distribution list Applies to: Microsoft Office Outlook 2003 and Up.

Questions???

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