New contact list in outlook



Keywords: new contact list in outlook
Description: A distribution list is a group of contacts that are related in some way (i.e., office staff, 4-H agents, etc.). You can create a distribution list that includes these contacts. Then you can send your message to the distribution list. You can use distribution lists in messages, task requests, meeting requests, and other distribution lists.

Distribution lists are stored by default in your Contacts folder. If you are using a College of Ag Science's Microsoft Exchange account, the Global Address List can contain global distribution lists, which are available to everyone who uses that network.

The personal distribution lists that you create in your Contacts folder are available only to you, but you can share them by copying and sending them to others. You can also update these lists as necessary.

This How To will give you steps on how to create a personal distribution list, how to use it, and how to update it.

  1. Open Outlook.
  2. In Outlook 2007 or Outlook 2003, from the File menu choose New. Distribution List.
  • In the Name field, enter the name of the new distribution list.
    • Ex: Educators List
    • Note. if the person is using the College's Exchange Server, you will select their name from the Global Address Book in the next steps. If the person is not using our Exchange Server, then you can find them in your Contacts folder.
  • In Outlook 2007 or Outlook 2003, click Select Members.
  • In Outlook 2007, select the appropriate Address Book (either Global Address list or Contacts) from under Address Book.

    In Outlook 2003, from the Show Names from the drop-down list, select the appropriate Address Book (either Global Address list or Contacts).

    In Outlook 2010, from the Add Members drop-down list, select the appropriate Address Book (either From Address Book or Contacts).
  • In the Name field double click the name from the list that appears or type in the name you want to add to the distribution list in the Type Name box.
  • When you have added all of the names, click OK .
  • Click Save and Close .
  • Note. These steps assume that you have addresses stored as a text file, Excel file, tab-separated, or separated by semi-colons ( ; ). These addresses can be copied and pasted into the Members address box.

    Note. Distribution Lists (DL) created with this method cannot be updated using the 'How To Update a Distribution List' steps below. These addresses are stored only in the DL and are not tied to your Contacts folder, even if an email address for a person is in Contacts.

    1. Copy the data from the original source. You may want to test with 5 - 10 addresses to start.
    2. Open Outlook.
    3. In Outlook 2007 or Outlook 2003, from the File menu choose New. Distribution List.
  • In the Name field, enter the name of the new distribution list.
  • In Outlook 2007 or Outlook 2003, click Select Members.
  • Click To .
  • From the Name list, select the distribution list you want.
    • Or if needed, click To and then choose Contacts under the Address Book drop-down list.
    • From the Name list, select the distribution list you want. Ex: Educators List
  • Click To .
  • Click OK .
  • Enter a subject and enter your message text.
  • When ready, click Send .
    1. Open Outlook.
    2. If you used an address from your Contacts, you will need to update that person's information first, then update the Distribution List.
    3. Click Contacts in Folder List.
    4. Open the contact you need to change.
    5. Make the appropriate changes to the email address.
    6. Click Save & Close .
    7. Double-click to open the Distribution List you need to update.
    8. Click the Update Now button. You should see the change reflected in the list.
    9. Click Save and Close .






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