Working With Distribution Lists

Distribution lists are lists of multiple recipients for e-mail messages. You can create such lists by following this next procedure.

Procedure: Creating Distribution Lists

Step 1.	Enter the names of all the members of the new list in the Recipient column of the Recipients subscreen (Figure 17.10A). Figure 17.10. Enter the names of all the members of the new distribution list here.
Step 2.	Click the selection boxes (B) of all the individuals you want to include on this list to select and highlight them. You can select all the names on the subscreen by clicking the Select all button (C) in its application toolbar.
Step 3.	Click the Create dist button (D) in the application toolbar.
Step 4.	The Create Distribution List Header screen appears (Figure 17.11). Figure 17.11. Name the new distribution list here. Enter a name for the new list in the Name field (A). Enter a description for the new list in the Title field (B). Hit the Enter key on your keyboard.
Step 5.	A message appears in the status bar of the Create Document and Send screen that the list is created (Figure 17.12). Figure 17.12. Confirmation that the distribution list is created comes in the status bar of the Create Document and Send screen.

You can enter the names of distribution lists in the Recipient column by following the same procedure for entering the names of recipients. For example, if you know the exact name of the list, enter it in the first available field of the Recipient column and hit the Enter key on your keyboard. If you don't know the exact name of the list, follow this next procedure.

Procedure: Searching for Distribution Lists

Step 1.	Click inside the first available field in the Recipient column to call up its search button (Figure 17.4H), then click it.
Step 2.	The Selection screen appears with radio buttons for several recipient types (Figure 17.13). Figure 17.13. Select the Distribution list option to search for lists. Select the Distribution lists option (A). Click the Detailed search button (B) at the bottom of the screen.
Step 3.	The Selection Criteria for Distribution Lists screen appears (Figure 17.14). Figure 17.14. Enter your search criteria here. Enter part of the name of the list, preceded and followed by asterisks (*), in the Name field (A). Hit the Enter key on your keyboard.
Step 4.	If there is only one match to your selection criteria, it is automatically entered in the Recipient column. If there are multiple matches to your criteria, the Selection Distribution Lists screen appears (Figure 17.15). Locate the desired list(s). Figure 17.15. Hit list for a distribution list search. Double-click the name of one list, and it is entered in the column. Click the selection boxes (A) of several lists to select and highlight them, then hit the Enter key on your keyboard to enter them in the column.