The University of Texas at Austin

Austin Exchange Messaging Service

Creating Local Distribution Groups

  • Operating System: Microsoft Windows
  • Application: Microsoft Outlook 2007 / 2010

A local distribution group works just like a regular singular email address, only it includes many recipients automatically. Local distribution groups allow you to send mail quickly to groups of people without having to enter individual addresses.

Note: Distribution groups are not email lists. If you'd like to create a mailing list, use UT Lists.

Microsoft Outlook 2007

  1. Start Outlook.
  2. From the File menu, select New, then select Distribution List.
  3. Enter a name for your distribution list and then select the Select Members button.
  4. Search any of your address books and select the Members button for each address.
  5. When you are finished adding addresses, select the OK button, then select the Save and Close button.

Your new distribution group will show up under Contacts.

Microsoft Outlook 2010

A contact group, known in previous Outlook versions as a distribution list, is a grouping of email addresses collected under one name. A message sent to a contact group goes to all recipients that are listed in the group. You can include contact groups in messages, task requests, meeting requests, and in other contact groups.

  1. Enter the Contacts interface of Outlook. On the Home tab in the New group, click New Contact Group.
  2. In the Name box, type a name for the contact group.
  3. Under the Contact Group tab, click Add Members, and then click From Outlook Contacts, From Address Book, or New Email Contact.
  4. If you are adding a new email contact, enter the information for this person in the Add New Member dialog box. If you are adding a member from Outlook Contacts or an Address Book, do the following:
    1. In the Address Book drop-down list, click the address book that contains the email address that you want to include in your contact group.
    2. In the list of names, click the names that you want, and then click Members. You can add names from different address books to the same contact group.
  5. Do this for each person whom you want to add to the contact group, and then click OK.

The contact group is saved in your Contacts folder under the name that you gave it.

For more information on Microsoft Outlook, visit Microsoft's website.

Last updated August 10, 2012 @ 10:40 am

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