Select your Contacts View
from the Outlook Shortcuts
On the menu bar click on the
arrow next to the New item. A list of options will appear. Select Distribution
List.
You will be prompted to give the distribution list a name. Type in the name
for this group. For example, if you were to make a list for the Education
Faculty, you would name it Education Faculty. This will be the name you use
to insert in the To: portion of the email you wish to send to all the
members of this group.
Now click on the Select Members
button. You will see a list of names. You will see a list of names in the
left hand column taken from the Global Address List. This is the list
of all the campus personnel that are current using Outlook. By clicking the
down arrow next to Global Address Book several choices of name sources
will appear. The email address list that you have personally developed with
both on and off campus email addresses is called Contacts. You may
scroll down and select this source for additional names for the distribution
list.
Once you have selected a source
for the names, the list of all the names in this index will appear in the
left hand box. Scroll down the list to the first name you wish to add to the
list and highlight it. Click the Add button to place that name in the
distribution list.
Repeat this process to continue
to add names to your list. If you accidentally add a name that should not
be in the list, highlight it in the Add to distribution list: column
and press the delete key.
When you have all the members
added to the list, click on the OK button. You will see a form which
will have all the contacts listed. If the list is correct, press Save and
Close.
This list will now appear as
one of the contacts in your Contact list. You know it is a list because
of the heads at the right end.
If you later need to edit the
list, you can double click on the name of the list. You will see a button
to Select Members. This will take you back to step 4 in these instructions.
When you send an email to the
group, type the name of the group in the To: portion of the email.
All the addresses of the members of this group will be included as recipients
of the message you send.
Sometimes your distribution list
will be lengthy. To avoid having all the names show up in the header when
a person receives the list, put your email address in the To: line
and put the name of the distribution list in the Bcc: area. Bcc:
stands for blind carbon copy. The message will go to the people on the list,
but their names will not appear in the header.
