Thursday, December 20, 2012

Outlook Contact Groups & Distribution Lists

It’s fairly easy to send a message to one or two persons, but what if you want to send a message to an entire team, grade level, or all the parents of students in your class? That’s when you need to make a Contact Group or a Distribution List, depending on which version of Microsoft Outlook you use…

  1. Open Outlook.
  2. If you use Outlook 2007, click the little down-triangle next to New and select Distribution List.                                                             
  3. DList1
  4. If you use Outlook 2010, click New Items, point to More Items and select Contact Group.              
  5.                                  Groups1
  6. First, give your group a name, like “Math 2nd Period” or “Parents 2012,” etc. Think a little about how you name it, so that typing it in later will be easier.
  7. Click the Add Members button.
  8. If you are adding parent email addresses for the first time, you can type them in one-by-one by selecting the New Email Contact option.
  9. If you already have the email addresses entered as Contacts in Outlook, select the From Outlook Contacts option.
  10. If you are creating a list of employees within our District, select the From Address Book option. Make sure you are looking at the Global Address List. Groups2
  11. Save the group when you’re done.
Keep in mind, you’ll have to update this list when kids are added or dropped from your class rosters. To utilize this new list, compose a New E-mail. Type in the name you just gave it in the To: field, and create & send the message just like you normally would!

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