Email Distribution Lists
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Do you regularly send emails to the same groups of people? If so, a good way to save lots of time is to create distribution lists.
A distribution list is simply a collection of contacts. For example, if you frequently send messages to the marketing team, you can create a distribution list called Marketing Team that contains the names of all members of the marketing team. A message sent to this distribution list goes to all recipients listed in the distribution list. Recipients see their own names and the names of all other recipients on the To line of the message instead of seeing the name of the distribution list.
In Outlook, do this using 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. Click Select Members.
4. In the Show names from the list, click the address book that contains the e-mail addresses you want in your distribution list.
5. In the Type name or select from list box, type a name you want to include. In the list below, select the name, and then click Members. Do this for each person you want to add to the distribution list, and then click OK.
The image to the right shows the dialogue address book / new entry box in Outlook.
If you want to add a longer description of the distribution list, click the Notes tab, and then type the text. The distribution list is saved in your Contacts folder by the name you give it.
Again in Outlook, you can also do it using addresses from an email message:
1. In the e-mail message you want to copy the names from, select the names in the To or Cc box.
2. On the Edit menu, click Copy.
3. On the File menu, point to New, and then click Distribution List.
4. In the Name box, type a name for the distribution list.
5. Click Select Members.
6. In the Add to distribution list list, right-click, and then click Paste on the shortcut menu.
In Thunderbird it is even easier:
Each email contact can be individually added. You can also add email addresses pre-existing in other address book; however, this will not carry over the rest of the information.
To share a contact between several address books and distribution lists, create the list without him/her. Then drag the contact from a pre-existing address book to the new address book or distribution list.
Likewise, updating a contact in one address book or email distribution list will not update the other instances of that contact; Thunderbird’s address book is not a database, merely a receptacle for static information.
Tags: email distribution lists, Outlook, Thunderbird
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