Create and Use a Distribution List in Outlook
 
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A distribution list is a group of contacts who are related in some way (ie, office staff, 4-H agents, etc). You can create a distribution list that includes these contacts. Then you can send your message to the distribution list. You can use distribution lists in messages, task requests, meeting requests, and other distribution lists.

Distribution lists are stored by default in your Contacts folder. If you are using a College of Ag Science's Microsoft Exchange account, the Global Address List can contain global distribution lists, which are available to everyone who uses that network.

The personal distribution lists that you create in your Contacts folder are available only to you, but you can share them by copying and sending them to others. You can also update these lists as necessary.

This How To will give you steps on how to create a personal distribution list, how to use it, and how to update it.

How To Create a Distribution List
  1. Open Outlook.
  2. From the File menu choose New...Distribution List.
  3. In the Name box, enter the name of the new distribution list.
    • Ex: Agents List
  4. Click Select Members.
    • This will open the Select Members dialog box.
    • Please NOTE: if the person is using the College's Exchange Server, you should select their name in the Global Address Book. If the person is not using our Exchange Server, then you can find them in your Contacts folder.
  5. In Outlook 2007, select the appropriate Address Book (either Global Address list or Contacts) from under Address Book.
    In Outlook 2003, from the Show Names from the drop-down list, select the appropriate Address Book (either Global Address list or Contacts).
  6. In the Name list select the name from the list that appears or type in the name you want to add to the distribution list in the Type Name or Search box.
  7. Click Members button to copy the name to the Distribution List.
  8. When you have added all of the names, click OK.
  9. Click Close and Save.
How To Use a Distribution List
  1. Open Outlook.
  2. Click New in the Standard Toolbar.
  3. In the To line, type in the name of the distribution list.
    • Or if needed, click To and then choose Contacts under the Address Book drop-down list.
    • From the Name list, select the distribution list you want.
      • Ex: Agents List
  4. Click To.
  5. Click OK.
  6. Enter a subject and enter your message text.
  7. Click Send when ready.
How To Update a Distribution List
  1. Open Outlook.
  2. If you used an address from your Contacts, you need you will need to update that person's information first, then update the Distribution list.
  3. Click Contacts in Folder List.
  4. Open the contact you need to change.
  5. Make the appropriate changes to the email address.
  6. Click Save & Close.
  7. Double-click to open the Distribution List you need to update.
  8. Click the Update Now button. You may see the change reflected in list.
  9. Click Save and Close.

For more information on adding or changing a header or footer in Excel 2007, you can also use the Help button (little blue questions mark at top right corner of your Excel window) and type in distribution list. Click the Search button.
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Create, Use, & Update a Distribution List (phs)
06-29-05
updated 11/14/07 (jsw)
 

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