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Microsoft Outlook 2007

Working with Distribution Lists

Distribution lists contain email addresses for more than one person. Generally the people are related in some way, such as committee members or work groups. Distribution lists can combine email addresses for individuals, existing lists from UW-Eau Claire, and non-campus users.

This document covers the following topics:

Return to topCreating Distribution Lists

You can add members to a distribution list by selecting them from the campus directory or by typing their information. You can include existing campus distribution lists in your distribution list.

  1. From the Navigation pane, click CONTACTSContacts button

  2. Click theDown arrownext to NEW » select Distribution List
    OR
    From the Actions menu, select New Distribution List
    An Untitled Distribution List window appears.
    Untitled Distribution List window

  3. In the Name text box, type a name for the list

  4. To add members from the UW-Eau Claire directory:
    1. Click SELECT MEMBERSSelect Members button
      The Select Members: Global Address List dialog box appears.
    2. From the Address Book pull-down list, select Global Address List
    3. In the Search text box, type the name or select it from the scroll box
      HINTS:
      You can select an existing list as a member of your distribution list.
      Typing the first few letters of the last name takes you to that part of the directory where you can easily select the name.
      Select Members dialog box
    4. Click MEMBERS
    5. Repeat steps c and d until you have made all of your selections from the directory
    6. Click OK

  5. To add off-campus members:
    1. Click ADD NEWAdd New button
    2. In the Display name text box, type the member's name
      HINT: Members of the list are displayed alphabetically by the first character(s) of this field. You may want to use the format last name, first name
    3. In the E-mail address text box, type the complete email address
    4. OPTIONAL: If you would also like to create a Contact for this person, select Add to Contacts
      For more information about creating Contacts, refer to Working with Contacts.
      Add New Member dialog box
    5. Click OK

  6. Click SAVE & CLOSE

Return to topUsing Copy and Paste to Add Members to a List

You can use copy and paste to easily create distribution lists from existing lists of email addresses. This is best used for lengthy lists where you do not want to copy and paste email addresses individually using Add New. For example, you can use an existing

NOTES:
The email addresses in your list should be separated by semicolons (;).
If you want the Display name to be the person's name, you will have to edit individual members of the list once it is created.

  1. From the program or message where you have the list of email addresses, select the list

  2. Copy the list by pressing [Ctrl] + [C]

  3. In Outlook, from the Navigation pane, click CONTACTSContacts button

  4. Click theDown arrownext to NEW, from the pull-down list, select Distribution List

  5. In the Name text box, type a name for the list

  6. Click SELECT MEMBERSSelect Members button
    The Select Members dialog box appears.

  7. In the Members text box, paste the email addresses by pressing [Ctrl] + [V]

  8. Verify that the addresses are separated by semicolons (;)

  9. Click OK
    The email addresses appear in both the Name and the Email columns.

  10. OPTIONAL: To change the Display name to the person's name, modify the information for that member
    See Modifying Distribution List Entries.

  11. Click SAVE & CLOSE

Return to topModifying Distribution List Entries

If you need to make adjustments to a Distribution List, you can easily do so. Simply open the Distribution List and make the desired adjustments.

  1. From the Navigation pane, click CONTACTSContacts button

  2. Double click the desired Distribution List
    The Distribution List dialog box appears.

  3. To modify the information for an individual member:
    1. Double click the member's name
      The E-mail Properties dialog box appears.
      E-mail Properties dialog box
    2. Make the desired changes 
    3. Click OK

  4. To add additional members, click SELECT MEMBERSSelect Members buttonor ADD NEWAdd New button

  5. To remove members, select the member's name and click REMOVERemove button

  6. When complete, click SAVE & CLOSE

Return to topDeleting Distribution Lists

If you no longer need a Distribution List, you can delete the list by any of the following methods:

Deleting Distribution Lists: Menu Option

  1. From the Navigation pane, click CONTACTSContacts button

  2. Select the Distribution List to be deleted

  3. From the Edit menu, select Delete

Deleting Distribution Lists: Keyboard Option

  1. From the Navigation pane, click CONTACTSContacts button

  2. Select the Distribution List to be deleted

  3. Press [Shift]+[Delete]
    A confirmation dialog box appears.

  4. Click YES

Deleting Distribution Lists: Quick Menu Option

  1. From the Navigation pane, click CONTACTSContacts button

  2. Right click the Distribution List to be deleted » select Delete

Return to topSending Messages to a Distribution List

Sending a message to a Distribution List is very similar to sending a message to a Contact.

Sending Messages to a Distribution List: Toolbar Option

  1. From the Navigation pane, click CONTACTSContacts button

  2. Select the Distribution List that you want to send a message to

  3. From the Standard toolbar, click NEW MESSAGE TO CONTACTNew Message to Contact button

Sending Messages to a Distribution List: Quick Menu Option

  1. From the Navigation pane, click CONTACTSContacts button

  2. Right click the Distribution List you want to send to » select Create » New Message to Contact

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