Distribution Lists Are A Real Time-Saver Part II

In Part I of Distribution Lists are a Real Time-Saver, I talked about the benefits of using distribution lists and showed you how to create a list in Outlook 2007. Once you create a list, it’s appears in your list of contacts and is ready for use.

So how do you send an email to a distribution list? It’s really no different than when you send a message to an individual email address. To use a distribution list in Outlook 2007:

  1. Draft your e-mail message within Outlook as you normally would.
  2. Click the To button.
  3. Select the appropriate Address Book from the Address Book drop-down box.
  4. Double-click the appropriate distribution list. Hint: distribution lists are bolded within your address.
  5. Click OK and click Send.

The message will be sent to all the individuals within the distribution list. For example, if a list contains 10 of your friends, the message will be sent to all 10 recipients. Thus, when you address the email, you only need to select one distribution group as opposed to 10 individual email addresses. See the benefit?

Distribution Lists Are A Real Time-Saver Part I

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:

  1. Within Outlook, open Contacts.
  2. Click Outlook’s File menu.
  3. Point to New and select Distribution List.
  4. Click Select Members from the Members tab.
  5. Beside the Address Book field, select the Address Book containing the e-mail addresses you wish to use.
  6. 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.
  7. Click OK.
  8. Enter a Name for the Distribution List.
  9. 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.

Distribution Lists Are A Real Time-Saver Part II

In Part I of Distribution Lists are a Real Time-Saver, I talked about the benefits of using distribution lists and showed you how to create a list in Outlook 2007. Once you create a list, it’s appears in your list of contacts and is ready for use.

So how do you send an email to a distribution list? It’s really no different than when you send a message to an individual email address. To use a distribution list in Outlook 2007:

  1. Draft your e-mail message within Outlook as you normally would.
  2. Click the To button.
  3. Select the appropriate Address Book from the Address Book drop-down box.
  4. Double-click the appropriate distribution list. Hint: distribution lists are bolded within your address.
  5. Click OK and click Send.

The message will be sent to all the individuals within the distribution list. For example, if a list contains 10 of your friends, the message will be sent to all 10 recipients. Thus, when you address the email, you only need to select one distribution group as opposed to 10 individual email addresses. See the benefit?

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Distribution Lists Are A Real Time-Saver Part I

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 awhile 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:

  1. Within Outlook, open Contacts.
  2. Click Outlook’s File menu.
  3. Point to New and select Distribution List.
  4. Click Select Members from the Members tab.
  5. Beside the Address Book field, select the Address Book containing the e-mail addresses you wish to use.
  6. 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.
  7. Click OK.
  8. Enter a Name for the Distribution List.
  9. 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.

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Create An Outlook Distribution List

A distribution list (DL) is a grouping of contacts. It gives you a quick and easy way to send a message to a group of people. If you use Outlook as your e-mail client, you can create your own distribution lists. You may want to create a list that contains e-mail addresses of family members, friends, or co-workers.

To create a distribution list in Outlook:

  1. Open Outlook and click Contacts.
  2. From the File menu, point to New, and click distribution list. Now you’ve opened an empty distribution list.
  3. Click the Select Members button.
  4. Double click the particular address you want to add to the list.
  5. Repeat step 4 for each additional e-mail address you want to add to the list.
  6. Click OK.
  7. Type in a name for the distribution list.
  8. Click Save and Close.

The new distribution list will now appear in your list of contacts.

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Distribution Lists Really Do Make Life Easier Part II

In Part I of this series, I showed you how to create a distribution list in Outlook and send an email message to the list. Now what happens if you want to send an email message to only a subset of contacts in a distribution list? Do you need to add each contact separately in the message’s To field or can you still use the distribution list?

If you guessed the latter, you are correct. You can send an email message to only part of a distribution list using the steps described for you below.

  1. Create a new email message as you normally would.
  2. Click the To button.
  3. Click the drop down arrow beside the Show names from field to select the appropriate Address Book.
  4. Double-click the bolded Distribution List entry.
  5. Now here is where you can choose which contacts in the distribution list you want to send to.
  6. In the To field, click the plus sign in front of the distribution list name.
  7. Click OK.
  8. Highlight and delete those contacts who you do not want to receive the message. Doing so does not delete the contact from Outlook nor does it permanently remove the contact from the distribution list.
  9. Click Send.

Distribution Lists Really Do Make Life Easier Part I

Many people do not take advantage of Outlook distribution lists when they frequently send messages to the same group of contacts (a distribution list (DL) is a grouping of Outlook contacts). Instead, they add each contact separately in the message’s To field. Not only is this time consuming but you may inadvertently overlook someone.

Distribution lists give you a quick and easy way to send a message to a group of people. For example, you can create lists that contain e-mail addresses of family members, friends, or co-workers. When it comes time to sending a message to a group of people, you need only send it to the distribution list.

To create a distribution list in Outlook:

  1. Open Outlook and click Contacts.
  2. From the File menu, point to New, and click distribution list. Now you’ve opened an empty distribution list.
  3. Click the Select Members button.
  4. Double click the particular address you want to add to the list.
  5. Repeat step 4 for each additional e-mail address you want to add to the list.
  6. Click OK.
  7. Type in a name for the distribution list.
  8. Click Save and Close.

The new distribution list will now appear in your list of contacts. To send a message to the distribution list:

  1. Create a new email message.
  2. Click the To button.
  3. Click the drop down arrow beside the Show names from field to select the appropriate Address Book.
  4. Double-click the bolded Distribution List entry.
  5. Click OK.
  6. Click Send.

Print A Distribution List In Outlook 2002

A distribution list (DL) is a grouping of contacts. It gives you a quick and easy way to send a message to a group of people. Once you create a distribution lists created, you might want to have a hard copy of all the contacts in the group for reference purposes. If so, all you have to do is print off a copy of your distribution list using the steps listed below.

To print a distribution list in Outlook 2002:

  1. Click Contacts.
  2. Open the distribution list you want to print.
  3. From the File menu, click Print.
  4. Choose any additional print options.
  5. Click OK.