Creating a Distribution List

A. Summary:

If you repeatedly send a single email to the same group of people, create a Distribution List in the Contacts section of Outlook. You can include names from the Outlook Global Address Book, Personal Contacts, or addresses from emails you receive. If you are sending the same email to more than 50 recipients outside AFSC, you will want to use Mailman, AFSC's listserv.

B. Key Points:

· Create a Distribution List in Outlook Contacts to send a single email message to a group of people

· Create a Distribution List using names from your Global Address List (AFSC people), Contacts (your personal contacts), or by copying names from an incoming email message

· If you send to more than 50 recipients outside AFSC, you will want to use Mailman, AFSC's listserv

· Link to What is Mailman? Star Point

· Addressing an email to a Distribution List will send the messages to all Distribution List members

· For corrections, updates, or clarifications on this Star Point, please email plor@afsc.org

C. Details:

If you repeatedly find yourself sending a single email to the same group of people, you should create a Distribution List using the Contacts section of Outlook. You will be able to import names from the Global Address List, your Contacts or from the addresses of emails you receive. You can select the Distribution List from your Contacts with one click, and Outlook will send your email to everyone in your Distribution List.

To Create a Distribution List

Click the Contacts section in the left pane in Outlook. On the File menu, point to New, and then click Distribution List. Fill in the Name box.

Click Select Members. In the Show names from the: box, click the address book that contains the email addresses you want in your distribution list. Global Address List is the default and lists AFSC addresses. Select Outlook Address Book Contacts for your personal contacts.



Select the contact you want and click the Members button for each contact. Select the OK button then Save and Close. The distribution list is saved in your Contacts folder by the name you give it.

To Create a Distribution List By Copying Names From An Email Message

Highlight the desired email address from an incoming email message. From the menu bar, select Edit-Copy.

Click the Contacts section in the left hand pane in Outlook. On the File menu, point to New, and then click Distribution List. Fill in the Name box with a unique name.

Click Select Members. In the Add to distribution list box, right-click, and then click Paste. Select the OK button then Save and Close.

If you are sending to more than 50 recipients outside AFSC, you will want to use Mailman, AFSC's listserv. Here is a link to the What is Mailman? Star Point.

To Send To a Distribution List

When addressing a new message in Outlook, select the To... button. In Show Names From box in the upper right, select Contacts and double-click the preferred Distribution List, then press the OK button.