Creating E-mail Distribution Lists
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- DISCUSSION
When sending email to a large group of addressees it is much easier to use a distribution list than selecting each name individually. You can create different distribution lists for each group to whom you regularly send email.
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PROCEDURE
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To create a Local Distribution Group:
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Start Outlook.
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Click File, select New, and then Distribution List, or press Ctrl+Shift+L.
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Enter a name for your distribution list in the Name Box.
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If the people you want to add are in the Global Address List or in one of your personal contact lists, click the Select Members button.
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Select the addresses you included in your list and click Add.
- If the contacts are in one of your personal contact lists, you can click on the box in the upper right-hand corner to select your contact lists. When you are finished adding contacts, click the OK button. (See the screen capture on the next page).
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When you are finished adding addresses, click Save and Close. The new distribution list will appear under your Contacts Folder in Outlook.
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To use your distribution list :
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Type the name of your distribution list into the desired field (To: /Cc: /Bcc :) or pull down your personal address list and select it from there. Depending on the size of your list, you may wish to enter the list name in the Bcc: field. What this does is obscure the list of addresses from everyone receiving the message, reducing the chance to click Reply All (See the Tech Tip Using Blind Carbon Copy). Some recipients do not appreciate having their address circulated or feel inconvenienced when replies to or forwards of your message contain a long list of addresses.
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Type the body of your message and click Send.
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