This browser does not support basic Web standards, preventing the display of our site's intended design. May we suggest that you upgrade your browser?

Microsoft Outlook 2003

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

Distribution lists are easy to create. You can add members by selecting them from the campus directory or by typing them in. You can include existing campus distribution lists in your distribution list.

  1. If necessary, open Contacts

  2. Using the arrow next to the NEW button, from the pull-down list, select Distribution List
    OR
    From the Actions menu, select New Distribution List
    An Untitled Distribution List window appears.
    Untitled Distribution List dialog box

  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 MEMBERS...
    2. From the Show Names from the pull-down list, select Global Address List
    3. In the Type Name or Select from List 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 NEW...
    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
      Add New Member dialog box
    5. Click OK

  6. Click SAVE AND 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, open Contacts

  4. Using the arrow next to the NEW button, from the pull-down list, select Distribution List

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

  6. Click SELECT MEMBERS...
    The Select Members dialog box appears.

  7. In the Add to distribution list 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 AND 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. If necessary, open Contacts

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

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

  4. To add additional members, click SELECT MEMBERS... or ADD NEW...

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

  6. When complete, click SAVE AND 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. Select the Distribution List to be deleted

  2. From the Edit menu, select Delete

Deleting Distribution Lists: Keyboard Option

  1. Select the Distribution List to be deleted

  2. Press [Shift]+[Delete]

  3. At the confirmation dialog box, click YES

Deleting Distribution Lists: Quick Menu Option

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

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

Sending Messages to a Distribution List: Quick Menu Option

  1. Right click the Distribution List you want to send to » select New Message to Contact
Excellence. Our Measure. Our Motto. Our Goal.