Step-by-step guide: How to create a distribution list in Outlook

Step-by-step guide How to create a distribution list in Outlook

Step-by-step guide How to create a distribution list in Outlook

If you frequently send group emails to the same set of contacts, creating a distribution list in Outlook can save you time and effort. A distribution list is a convenient way to manage a group of email contacts and send messages to them all at once. In this step-by-step guide, we will show you how to create and manage a distribution list in Outlook.

Step 1: Open Outlook and go to the Contacts tab.

First, open Outlook and navigate to the Contacts tab. This is where you will find all of your saved email contacts.

Step 2: Click on the “New Contact Group” button.

In the Contacts tab, you will see a button labeled “New Contact Group” or “New Distribution List.” Click on this button to begin creating your distribution list.

Step 3: Name your distribution list.

A window will appear where you can enter a name for your distribution list. Choose a name that is descriptive and easy to remember, as this will help you identify the list in the future.

Step 4: Add contacts to your distribution list.

Next, you will need to add contacts to your distribution list. You can do this by typing in the names or email addresses of the contacts you want to include, or by selecting them from your existing contacts list. To add multiple contacts, separate their names or email addresses with a semicolon.

Step 5: Save your distribution list.

Once you have added all of the contacts you want to include, click the “Save & Close” button to save your distribution list. It will now be available for you to use whenever you want to send a group email.

By following these simple steps, you can easily create and manage a distribution list in Outlook. This will allow you to send group emails more efficiently and save time in the long run.

Section 1: Creating a distribution list

Section 1: Creating a distribution list

Creating a distribution list in Outlook allows you to easily send emails to a group of people without having to manually add each recipient every time. This can be especially useful when you frequently send emails to the same group of individuals, such as a team or department.

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To create a distribution list in Outlook:

  1. Open Outlook and navigate to the Contacts tab.
  2. Click on the New Contact Group button.
  3. A new window will appear where you can enter a name for your distribution list.
  4. Enter a descriptive name for your distribution list in the Name field.
  5. Click on the Add Members button to add people to your distribution list.
  6. A drop-down menu will appear with options to add members from various sources, such as Outlook Contacts, Address Book, or New Email Contact.
  7. Select the desired option and choose the individuals you want to add to your distribution list.
  8. Click on the Members button to add the selected individuals to your distribution list.
  9. Once you have added all the desired members, click on the OK button to save your distribution list.

Your distribution list is now created and ready to use. You can easily manage and edit your distribution list by going to the Contacts tab and selecting the distribution list from the list of contacts.

By following these steps, you can quickly create and manage distribution lists in Outlook, making it easier to send emails to groups of people without the need to manually add each recipient every time.

Step 1: Open Outlook and go to the Contacts tab

Step 1: Open Outlook and go to the Contacts tab

To create a distribution list in Outlook, you first need to open the Outlook application on your computer. Once you have opened Outlook, follow the steps below to access the Contacts tab:

  1. Click on the “Contacts” button located in the bottom left corner of the Outlook window. This will open the Contacts tab.
  2. If you cannot see the Contacts button, you can access the Contacts tab by clicking on the “People” icon in the bottom left corner of the Outlook window. This will also open the Contacts tab.

The Contacts tab in Outlook allows you to manage your contacts and create distribution lists for sending group emails. By creating a distribution list, you can easily send emails to multiple contacts at once without having to manually add each recipient to the email.

Once you have accessed the Contacts tab, you can proceed to the next step to create a distribution list in Outlook.

Step 2: Click on the New Contact Group button

Step 2: Click on the New Contact Group button

Once you have opened Outlook and logged in to your account, follow the steps below to create a new contact group:

  1. Click on the People tab at the bottom left corner of the Outlook window. This will open the Contacts section.
  2. In the toolbar at the top of the Contacts section, click on the New Contact Group button. This will open a new window where you can manage your contact groups.

By clicking on the New Contact Group button, you are taking the first step towards creating a distribution list in Outlook. This feature allows you to group your contacts together so that you can easily send emails to multiple recipients at once.

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Once you have clicked on the New Contact Group button, you can proceed to the next step, which is adding contacts to your group.

Step 3: Enter a name for the distribution list

Step 3: Enter a name for the distribution list

Once you have added all the necessary contacts to your distribution list, it’s time to give it a name. This name will help you easily identify and manage the distribution list in Outlook.

To enter a name for the distribution list, follow these steps:

  1. Click on the “Add Members” button in the toolbar.
  2. Select “From Outlook Contacts” if you want to add contacts from your Outlook address book, or choose “From Address Book” if you want to add contacts from a different address book.
  3. In the “Select Members” window, select the contacts you want to add to the distribution list by clicking on their names.
  4. Click on the “Members ->” button to add the selected contacts to the distribution list.
  5. Once you have added all the contacts, click on the “OK” button to close the “Select Members” window.
  6. In the main distribution list window, enter a name for the distribution list in the “Name” field.
  7. Click on the “Save & Close” button to save the distribution list with the entered name.

By entering a name for the distribution list, you will be able to easily identify and manage it in Outlook. This will make it convenient for you to send emails to a group of contacts without having to manually enter each email address every time.

Step 4: Add members to the distribution list

Step 4: Add members to the distribution list

To manage your distribution list, you need to add contacts to the group. This will allow you to easily send emails to multiple recipients at once.

Follow these steps to add members to your distribution list in Outlook:

  1. Open Outlook and go to the “Contacts” tab.
  2. Click on the “New Contact Group” button to create a new distribution list.
  3. Enter a name for your distribution list in the “Name” field.
  4. Click on the “Add Members” button and select the desired option:
    • From Outlook Contacts: Choose this option to add contacts from your existing Outlook contacts.
    • From Address Book: Select this option to add contacts from your address book.
    • New Email Contact: Use this option to add new contacts directly to the distribution list.
  5. Select the contacts you want to add to the distribution list.
  6. Click on the “Members” button to add the selected contacts to the distribution list.
  7. Click “OK” to save the changes and close the dialog box.

Once you have added members to your distribution list, you can easily send emails to the entire group by simply entering the name of the distribution list in the recipient field of your email.

By following these steps, you can efficiently manage your distribution list in Outlook and save time when sending emails to multiple recipients.

Section 2: Managing the distribution list

Section 2: Managing the distribution list

Once you have created a distribution list in Outlook, you can easily manage it to add or remove members, send emails to the group, and organize your contacts. Here are some steps to help you manage your distribution list:

  1. Adding members to the distribution list:
    • Open Outlook and go to the Contacts section.
    • Select the distribution list you want to manage.
    • Click on the “Modify Members” or “Add Members” button.
    • In the dialog box that appears, you can search for contacts by name or email address.
    • Select the contacts you want to add to the distribution list and click on the “Add” button.
    • Click “OK” to save the changes.
  2. Removing members from the distribution list:
    • Open Outlook and go to the Contacts section.
    • Select the distribution list you want to manage.
    • Click on the “Modify Members” or “Remove Members” button.
    • In the dialog box that appears, you will see a list of members in the distribution list.
    • Select the members you want to remove and click on the “Remove” button.
    • Click “OK” to save the changes.
  3. Sending emails to the distribution list:
    • Open a new email in Outlook.
    • In the “To” field, type the name of the distribution list.
    • Outlook will automatically suggest the distribution list as you type.
    • Once the distribution list appears, select it.
    • Compose your email and click “Send” to send the email to all members of the distribution list.
  4. Organizing your distribution lists:
    • Open Outlook and go to the Contacts section.
    • Click on the “Manage Distribution Lists” or “Manage Groups” button.
    • In the dialog box that appears, you will see a list of all your distribution lists.
    • You can create folders to organize your distribution lists by clicking on the “New Folder” button.
    • Drag and drop distribution lists into the folders to organize them.
    • Click “OK” to save the changes.
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By following these steps, you can easily add or remove members, send emails to the group, and organize your distribution lists in Outlook. This will help you manage your contacts more efficiently and improve your email communication.

FAQ about topic Step-by-step guide: How to create a distribution list in Outlook

What is a distribution list in Outlook?

A distribution list in Outlook is a group of email addresses that can be used to send emails to multiple recipients at once. It is a convenient way to send messages to a large group of people without having to add each recipient individually.

Can I add contacts from different address books to a distribution list in Outlook?

Yes, you can add contacts from different address books to a distribution list in Outlook. When you click on “Add Members” while creating the distribution list, you will see an option to choose the address book from which you want to add contacts. Simply select the desired address book and choose the contacts you want to add to the list.

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