What is a distribution list?

A distribution list is a group of email addresses. Should you frequently send messages to a large group of people a distribution list can be created containing these people’s addresses. This list can be used to send to all members of the list rather than entering each address manually.

Distribution lists already exist for certain groups and can be found in the Global Address List - they are shown in bold type.

When sending to a large number of people, use the BCC field. This prevents accidental use of the ‘Reply to All’ option.

How do I create my own distribution list?

1. Click ‘People’ in the Navigation Bar.
2. Click the ‘New Contact Group’ button.
   The ‘Untitled - Contact Group’ dialogue box will be displayed.
   
   
   
   
3. Click the ‘Add Members’ drop down menu.
4. Choose whether to use:
   • 'Address Book' - Your contacts,
   • 'Outlook Contacts' - the Global Address List,
   • 'New Email Contact' - add a new address not already stored into either the distribution list or your contacts.
     
     
5. Locate and double click each of the contacts you wish to add to the list or type the address if entering manually.
6. Click ‘OK’ when all your contacts have been added or use the ‘Address book’ drop down menu to choose a different list and select appropriate contacts from it.
   
   
7. Enter a name for your distribution list in the ‘Name’ section.
8. Click ‘Save and Close’.

How do I send an email using a distribution list?

1. Create a new mail message as normal using the name of the distribution list instead of an individual contact.  Always use the BCC field when using distribution lists to prevent others from “replying to all”.

The name of the distribution list will appear in bold text and have a ‘+’ sign next to the name.

A line will be added above the ‘To’ field listing approximately how many recipients will receive the email.

How do I amend a distribution list?

1. Click ‘People’ in the Navigation Bar.
2. Double click the title of the distribution list you wish to amend.
   1. Add addresses as normal.
   2. Remove addresses by clicking the one to be deleted and clicking ‘Remove’.
3. Click ‘Save and Close’.

How do I amend the distribution list for one message?

There may be times when you wish to send a message to a distribution list and omit one or a few of the addresses on the list.

1. Create your message using the distribution list title in the ‘To:’, ‘CC:’ or ‘BCC:’ fields as normal.
2. Click the ‘+’ at the side of the distribution list title to expand the list to show individual members.  A message will be displayed informing you that once expanded the list cannot be collapsed.
3. Tick the ‘do not show this dialogue again’ box to prevent this warning being displayed in the future. (Optional)
4. Click ‘OK’ to display all email addresses in the distribution list.
5. Click once on the name you wish to delete.
6. Press <Delete>.
7. Follow steps 5 and 6 to remove any other addresses.
8. Complete and send your email as normal.