How to Create and Update a Group ID or Distribution List in Outlook

Being able to save contacts in your address book and then use that book to select people to send emails to is a great time saver. If you are working with multiple teams or have groups of people you often email at the same time, then you can save even more time using a distribution list. An Outlook distribution list is the same as a group ID or group name in other email tools. The distribution list is easiest to set up if you already have contacts in your address book.

Difficulty:

Moderate

Instructions

Things You'll Need

• Computer
• MS Office Suite or An Outlook Software Application

1. Create a distribution list as part of your address book. Select "File" and then choose "New" from the submenu. On the next submenu, select "Distribution List."

2. Enter a name for your list. If the list is for a team then you should use the team name, project name or an acronym for the team. If the list is for another group, create a name that you will easily remember.

   Use the "Select Members" button to bring up the Select Members window, where you will scroll through your Address Book to add names to the list. Click on the "Members" button in the Select Members window to copy the names you want in your list from the left side to the right side. When you are done adding names, click "OK." You will return to the Distribution List window and it will be populated with the members you chose. If you missed someone, just click on the "Select Members" button again to find more people.

   If desired, you may also add people to the list that are not currently in your Address Book, using the "Add New" button on the Distribution List window. Or you can remove people from the list that you do not wish to have in the list using the "Remove" button. Use the "Notes" tab to add optional data about your team or group to be saved with your list.

3. Save the Distribution List using the "Save and Close" option on the toolbar. You should see the Outlook window you were on before starting the Distribution List feature. If you move to the Contacts window, you will see your Distribution List there.

Tips & Warnings

• To view or update one of your distribution lists, you should click the "Contacts" icon on the Outlook Shortcuts bar. This will display your contacts list. Scroll through your contacts until you see the list you want to update. Distribution Lists will have a double-head icon next to the name to indicate that it is a list containing more than one contact. Or if you remember what you called the list, you can use the letters on the right side of the window to move quickly to contacts and distribution lists that start with the letter you used at the beginning of your list name. Double-click on the list you wish to view or update and the Distribution List window will display with data so you can edit the list. If you make any updates, be sure to save your changes. Once the Distribution List window displays, you may use the up (previous record) and down (next record) arrows on the toolbar to scroll through and easily update any contact records.

• The next time you want to send an email to this team or group, click the "Address Book" by the To or copy fields. Select the Distribution List from contacts by double-clicking the name or using the TO, CC or BCC button and clicking "OK" when you are done adding recipients. When the email is sent, it will attach up all the member emails addresses to the email so that all members get it.

• To delete a distribution list, with that list displayed in the Distribution List window, go to the menu and select "File" then "Delete." The list will then be gone, however, the individual contacts will remain in your Address Book if they were added there.