Creating, Using & Sharing Distribution Lists in Outlook

Distribution lists enable you to send an email to a group of people using a single shortcut in your Outlook contact list.  Distribution lists are especially helpful for emailing fellow committee members, family members, etc.

Creating a Distribution List

Starting from the Outlook menu line:

1. Click File
2. Click New
3. Click Distribution List.

(Or hold down the CTRL+SHIFT+L keys as a shortcut)

4. In the Name box, type the name of your distribution list. (For example, "Planning Committee")
5. On the Distribution List tab, click Select Members.
6. To use Rhodes recipients, make sure Global Addess List is displayed in the Address Book drop-down list. (It should be the default listing.)
7. In the Search box, type a name that you want to include.
8. When the name you′re searching for appears in the list below, click it once to highlight it.
9. Click the Members button. Repeat steps 7-9 for each person whom you want to add to the distribution list.
10. When you′re done, click OK.
11. On the Distribution List tab, in the Actions group, click Save & Close.

You are now ready to use the new distribution list.

Using a Distribution List

1. To send a message to a distribution list, start by creating a blank email.  Then click on the To field.

2. A Select Names window will open up.  In the upper right corner, click on the drop-menu and change the selection to Contacts.

3. Find the Distribution List in your list of contacts.  Select it and click on the To button.  Then click on OK.

4. Back in the message window, type in your subject and message and send it.

Sharing Distribution Lists in Outlook

Sometimes members of a committee or other group may wish to share among each other a distribution list that one person has created.

Sharing a distribution list is fairly simple.  A person with the distribution list emails it as an attachment to those who want the list.  The recipients in turn copy the distribution list to their Contacts folder.  They will then be able to use the list.

Note: This option is not available in the Outlook Web Access version.

Sending a Distribution List to Others

1. Start composing an email message to the people with whom you want to share the distribution list.

2. Under the Message tab of the ribbon, click the Attach Item option.

3. An Insert Item window will display. Under “Look in” select your Contacts folder.  Find the distribution list you wish to share in the scroll list of items below and select it.  Then click on OK. Your distribution list is now attached to your message.  Complete and Send your message.

Saving a Distribution List Received as an Attachment

If someone sends you a distribution list, you must first copy it to your Contacts folder before you can begin using it.

4. With the email message open, double-click on the distribution list attachment to open it, or right-click on the attachment and select Open from the pop-up menu.

5. With the distribution list open, click on File > Copy to Folder …

6. A window listing your mailbox folders will open.  Navigate to your Contacts folder and select it.  Then click on OK.

7. Close the distribution list.  Then close the message with the distribution list attachment.

8. Using the instructions in Creating & Using Distribution Lists in Outlook, you can now send messages to the distribution list you just saved.