A distribution list is a collection of contacts (contact: a person you exchange email with at Prep or outside of Prep), It provides an easy way to send messages to a group of people. For example, if you frequently send messages to one of your classes - say Biology 2, you can create a distribution list called Biology 2 that contains the names of all members of the Bio 2 class.
A message sent to this distribution list goes to all recipients listed in the distribution list. You can use distribution lists in messages, task requests, meeting requests, and other distribution lists.
Distribution lists are stored by default in your Contacts folder.
If you use a Microsoft Exchange account, your Global Address List (Global Address List: The address book that contains all Sandia Prep student/faculty email addresses.) can contain global distribution lists, which are available to everyone who uses that network.
The personal distribution lists (personal distribution list: A collection of e-mail addresses that you create and add to your Outlook Address Book as one e-mail alias. When you send a message to a distribution list, it goes to each e-mail address in the list.) that you create in your Contacts folder are available only to you, but you can share them by copying and sending them to others.
Create a distribution list
Do one of the following:
Create a distribution list by using names in the Address Book
1. On the File menu, point to New, and then click Distribution List.
2. In the Name box, type a name.
3. On the Distribution List tab, click Select Members.
4. In the Address Book drop-down list, click the address book that contains the e-mail addresses you want in your distribution list.
5. In the Search box, type a name that you want to include. In the list below, click the name, and then click Members.
Do this for each person whom you want to add to the distribution list, and then click OK.
If you want to add a longer description of the distribution list, on the Distribution List tab, click Notes, and then type the text.
The distribution list is saved in your Contacts folder by the name that you give it.
Create a distribution list by copying names from an e-mail message
1. In the e-mail message that you want to copy the names from, select the names in the To or Cc box (To, Cc, and Bcc boxes: A message is sent to the recipients in the To box. Recipients in the Cc (carbon copy) and Bcc (blind carbon copy) boxes also get the message; however, the names of the recipients in the Bcc box aren't visible to other recipients.).
2. Right-click your selection, and then click Copy on the shortcut menu.
3. Click the Microsoft Office ButtonButton image, and under Create New Outlook Item, click Distribution list.
4. On the Distribution List tab, in the Members group, click Select Members.
5. At the bottom of the Select Members dialog box, in the Members box, right-click and then click Paste on the shortcut menu.
Note A member does not need to be in your Address Book in order to be added to the distribution list. The member's name and e-mail address will be included when you copy and paste from the original e-mail message.
6. Click OK.
7. In the Name box, type a name for the distribution list.
8. On the Distribution List tab, in the Actions group, click Save & Close.
