Outlook Distribution Lists Tutorial

To get more from using Microsoft Outlook, scroll through our Outlook Distribution Lists Tutorial.

A distribution list is a group of e-mail addresses, usually grouped under a single e-mail address. When you send to a distribution list, you're really sending to everyone whose address is included in the list. It's quicker than selecting 30 separate addresses from the Address Book.

Microsoft Outlook allows you to create distribution lists in any Contacts folder, including a folder in Public Folders, by clicking the drop-down arrow next to the New button. The members of these distribution lists can include both existing entries from any address list and entries created only inside the particular distribution list.

When you send to a Contacts folder distribution list, the 'To' field on received messages shows the individual addresses of all members of the list. If you want to hide the contents of the list, put the name of the distribution list in the Bcc field (View | Bcc).

If you open the distribution list, you can use the Update button to update the addresses in the distribution list if the original contact or Global Address List addresses have changed.

Creating a Distribution List

Select the Contact folder on the Navigation Pane.

Tip: The File menu is dynamic. That is, the list of features changes depending on what item (contacts, mail, calendar) you have selected.

From the File menu, choose 'New' then select 'Distribution List'.
On the Members tab, type a Name for your distribution list, such as Sales Team.
Click Save and Close. The Distribution List is saved in your Contacts folder.

Adding Contacts (Members)

When you create a Distribution List you can use the Address Book to add members. Because contacts are stored in folders and show up in your Address Book, you can add the contents of an entire folder to the Distribution List in one click.

Click Contacts to view the Distribution List.
Right-click and select Open from the menu.
Click Select Members.

The Distribution list allows you to select members from a list. The Select Members dialog box allows you to add an entire folder of contacts in one go.

When you have added all of the required Members to the Distribution List, click Save and Close.
Tip: If you want to add a longer description for your Distribution List, click the Notes tab and type your text.

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