How to Manage Email Distribution Lists

Distribution lists are very important in keeping your email contacts organized into groups with meaningful names and descriptors. These lists can be used to organize contacts for sales professionals or anyone who needs to organize their contacts for email distribution. Microsoft Outlook 2003 and 2007 are common email applications that make it easy to manage lists you've already created. You can add or remove a contact in a distribution list, send a distribution list in email, move a distribution list from email to your Contact list, change the name of a distribution list and remove a distribution list from your Contacts folder.

Instructions

Add or Remove a Contact in a Distribution List

1. Open the distribution list in your Contacts folder.

2. To add an address from an address book, click "Select Members" and select the address you wish to add. To add an address that is not in the address book, click "Add New" and fill in the required information.

3. To delete a name from a list, click the name and then the "Remove" button.

Send a Distribution List in an Email

1. Open a new message.

2. Open the Contacts folder. Drag and drop the distribution list from the Contacts folder into the body of the message.

3. Send the message.

Move a Distribution List from Your Email to Your Contacts Folder

1. Open the message that contains the distribution list.

2. Click the attached distribution list.

3. Drag it to the Contacts folder.

Changing the Name of a Distribution List

1. Find the distribution list in your Contacts folder.

2. Double-click the distribution list.

3. Edit the text in the "Name:" section.

4. Click "Save and Close."

Removing a Distribution List from Your Contacts Folder

1. Find the distribution list in your Contacts folder.

2. Right-click the distribution list.

3. Select "Delete."

Tips & Warnings

• Distribution lists containing members from the Global Address List should only be sent to recipients with access to that Global Address List.

References

• Dummies.com: Outlook & Outlook Express

Resources

• Microsoft Office: Real Life Tools