Someone recently asked me why I create distribution lists for my contacts. I admit, I have quite a few distribution lists but they save me a lot of time and head ache. For example, if I need to send a message to a group of people, I can send one message to one list as opposed to sending to individual email addresses. Furthermore, using a distribution list reduces the chance that someone who should receive a message gets excluded because I simply forgot to add their address in the To field.
If you’ve never used distribution lists, I highly recommend creating one and using it for a while so you can see what I’m talking about. Create a distribution list for a group of friends that you frequently email. I can guarantee you’ll find sending emails to the group much easier.
If you’ve never created a distribution list, never fear, the process is very simple. If you’re using Outlook 2007, simply follow the directions below:
- Within Outlook, open Contacts.
- Click Outlook’s File menu.
- Point to New and select Distribution List.
- Click Select Members from the Members tab.
- Beside the Address Book field, select the Address Book containing the e-mail addresses you wish to use.
- Select names Search field or by double-clicking entries. Note you can select multiple separate entries by clicking CTRL each time you select an entry.
- Click OK.
- Enter a Name for the Distribution List.
- Click Save and Close.
It’s that easy. Now when you need to send an email to the individuals you can simply send to the distribution list. I’ll describe how you can do this in Part II.