Creating a Distribution List

In an address book, you can create a contact record containing a variety of contact information for an individual person, or a distribution list containing the e-mail addresses of multiple people. You can add people to a distribution list by selecting them from an address book or by manually entering e-mail addresses.

When you send a message to a distribution list, each member of the distribution list receives a copy of the message. This is a useful tool if you frequently send messages to specific groups of people such as employees working in the marketing department, clients located in a particular region, or players on a sports team.

If you want to send a message to most, but not all, members of a distribution list, you can remove people from the recipient list for a specific message at the time you send it.

In this exercise, you will create a distribution list and add new contacts to your address book.

USE the John Emory contact record you created earlier in this chapter.

BE SURE TO display the Contacts module before beginning this exercise.

1. On the Standard toolbar, click the New Contact arrow, and then in the list, click Distribution List.

   A distribution list window opens.

   

2. In the Name box, type Clients, and then on the Distribution List tab, in the Members group, click the Select Members button.

   The Select Members dialog box opens. If your organization has a Global Address List, Outlook displays its contents.

3. If your address book isn't already displayed, click the Address Book arrow, and then in the list, under Outlook Address Book, click Contacts.

   

4. In the Name list, click John Emory. Click the Members button, and then click OK.

   Tip 

   You can add multiple names to a distribution list by double-clicking each name to insert it in the Members box and then clicking OK, or by holding down the Ctrl key while selecting multiple names, clicking the Members button, and then clicking OK.

   The Clients distribution list now includes John Emory.

5. In the Members group, click the Add New button.

6. In the Add New Members dialog box, type Pat Coleman in the Display name box, and then type [e-mail] in the E-mail address box.

7. Select the Add to Contacts check box to add Pat to your address book as well as to the distribution list.

   

8. In the Add New Member dialog box, click OK.

   The distribution list now includes John Emory and Pat Coleman.

9. Repeat steps 5 through 8 to add the following people to the Clients distribution list and to your address book:

   Open table as spreadsheet

   Display name	E-mail address
   Holly Dickson	[e-mail]
   Max Stevens	[e-mail]
   Linda Mitchell	[e-mail]
   Jill Shrader	[e-mail]

   Each new distribution list member appears in the distribution list in alphabetical order.

   

BE SURE TO retain the distribution list for use in a later exercise.

CLOSE the Clients distribution list window, saving your changes when prompted to do so.