Distribution Lists
Using Distribution Lists in Outlook
A distribution list is a list of email addresses. Once set up, you can send a message to everyone on the list simply by sending the message to the list name.
Creating a distribution list
- Select File, New, Distribution List
- Give the distribution list a descriptive name in the Name field. This is the name you will use when you are sending a message to the entire list.
There are two ways you can put names in your distribution list.
Add New... gives you the opportunity to enter the names yourself.
You will need to use this option for non-UW accounts. To enter names this way:
- Click on Add New...
- Type a name for the person you are adding, and the entire email address.
- Click OK.
- Continue to either Select Members... or Add New... members until your list is complete. Then click on Save and Close.
Select Members... will allow you to select people from pre-existing lists.
You can select names from your contacts list, the list of people with Bothell Exchange accounts, or a list of UW accounts. NOTE: The existence of an Exchange account does not necessarily mean the owner of the account uses it.
- Click on Select Members...
- Click on the arrow to the right of the Show names from the box.
- Select Global Address List to show all Bothell Exchange accounts.
- Select Contacts to show only those people in the Contacts List you have created.
- Select the name you want.
- Click the Members-> button to move that name into the Add to distribution list box.
- Click OK.
- Continue to either Select Members... or Add New... members until your list is complete. Then click on Save and Close.
Sending mail to a distribution list
- Select New to start a new email message.
- Click on To...
- Click on the arrow to the right of the Show names from thebox.
- Select Contacts
- Find the name of the distribution list in the box on the left, and click on it.
- Click on To-> to move that name into the Message Recipients box.
- Click OK.
- Complete your mail message as you normally would. When you send it, it will go to each person on your distribution list.
To create a distribution list from the account names of a message you receive
- Copy the addresses from the mail message.
- Select File, New, Distribution List
- Click on Select Members.
- Paste into the Add to Distribution List box, then click OK.
- Give the list a name.
- Click on Save and Close.
