Tips for Creating and Managing Outlook Distribution Lists

If someone asks you to keep them on an email list or group list they are asking you to keep them on a Outlook distribution list. If you frequently send e-mail to the same group of people and you’re not using distribution lists, you’re missing out on a real time saver.  Distribution lists are basically shortcut names that represent any number of e-mail contacts. They can be used to send documents to a regular group of reviewers, assemble a virtual team of cross-group collaborators, or just ask everyone if they want to go for an impromptu lunch.

To create a DL, go to File, New, Distribution List:

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 You’ll be prompted to give your DL a name (KISS – Keep it Simple Stupid!) and then click Select Members to add the people you want in it from your address books.  

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 To use your DL, simply type its name into the To: line of a new e-mail. If it doesn’t autocomplete by the time you finish, press Control K to force a lookup. To manage your DLs, simply open them from the Contacts section of your Address Book. Remember, this type of list is NOT shared with anyone else and is not “replicated” to the server for others to use. Another piece of advice, if you want to email people in a distribution list but don’t want ever peron in the list to see everyone elses email address (especially if they are all external to your organisation), make sure the Distribution List is in the BCC address!

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Red Ember offers a wide range of services including IT Infrastructure Consulting, Security Consulting, Cloud Consulting and Software as a Se
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