How to Create a Mail Group

Mail groups are known as email distribution lists or contact groups. Distribution lists let you send the same email to a list of people at the same time. By creating the distribution list, you can manage which recipients receive your mass email messages. A distribution list should be named something familiar so you can easily recall it when you need to add it to your email message. Create mail groups by creating distribution lists within your email client.

Instructions

Microsoft Word 2010

1. Click the "Home" tab and select the "Contact Group" button. Contact groups are the new name for distribution list in Outlook. Type name for the distribution list in the "Name" box. Click the "Contact Group" tab and select the "Add Members" button.

2. Select "From Outlook Contacts" to add email address from your Outlook contacts. Select the contact that will appear in the contact group and click the "Members" button.

3. Select "From Address Book" to add contacts from your address books. When the drop-down list appears, select the address book that contains names you want in your contact group. Select the name and the "Members" button.

4. Select "New Email Contact" to an email address not in your contacts and address books. Type the name and email address of the person that is being added to the distribution list. Click "OK" to save the names to the contact group.

5. Click the "Inbox" in the Navigation Pane. Click the "Home" tab and select "New." A new blank email opens. Type the name of your contact group to retrieve it into the "To" field. Outlook underlines the name as an indicator that the contact group is recognized.

Groupwise

1. Click the "New" email icon in Groupwise. Select the "Address Book" to select an address book containing email address. Select the address book containing your email addresses.

2. Press the "To" button and scroll the list of names in the address book. Double click the names you want included in the contact group.

3. Click the "Address Book" drop-down list and select "Save Group."

4. Retrieve this contact group by pressing the "Address Book" icon in the Groupwise Main Window. Review the drop-down list and select the address book containing your drop down list. Scroll the "Look For" area to find your distribution list. Once it is found, click the "To" button and "OK.

Gmail

1. Access the Gmail website. Select the "Contacts" link in the left task pane. Select "New Group" to create a new contact group. At the screen prompt, enter the name for your contact group. Save the group by clicking "OK."

2. Select names to go into the contact group by selecting "All Contacts" or "My Contacts." Scroll the list and check the names that will appear in the contact group. Select the "Group" button and click the contact group. These names are added to the contact group.

3. Start a new email by clicking the white "Compose Email" button. In the "To" field, type the name of the contact group. Notice the contact group is enclosed in parentheses. This is the Google notification that the contact group is recognized.

References

• Microsoft: Create And Edit A Contact Group (Formerly Distribution Lists)
• City College Of San Francisco: Creating Groups in GroupWise 6.5 for Windows
• Gmail Help: Creating Contacts Groups