How to use Microsoft Outlook Distribution Lists

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16 September 2001 08:30 PM
Tags: distribution list, outlook, message, hourly, contact, send

Never leave someone off your email again by creating a Distribution List in Outlook.

Do you regularly send email to the same group of people? I know I do--I'll frequently send the same message to everybody associated with a book project, for example, or I'll want to broadcast a single message to all the editors of the "Woody's Watch" newsletters. Of course, you can always use one of the manual methods to send one message to lots of people. For example, if you can remember the names of everyone who's supposed to get the message, you can just type their names, or parts of their names, separated by semi-colons.

Outlook will fill in the addresses automatically, based on entries in your Contacts list, unless it hits some sort of ambiguity, in which case it turns to you for help. For example, if you type "clau;" in the To box, and your Contacts list contains entries for Claudette Moore, Claude Almer, and mj@claude.com, Outlook asks you to pick which of the three Contacts you wanted. The To box gets filled with all the pertinent addresses, and your message is whisked into the ether. Or something like that.

You probably know that you can also click the To or CC buttons, and Outlook will present you with a list of all the names in your Contacts list. You can click on a name, move it to the To, CC, or BCC box, click OK and all your names are in place.

Except, if you're like me, you always forget somebody. I don't know how many times I've sent messages to a group of people, only to discover that someone got left out.

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