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SETTING UP & USING DISTRIBUTION LISTS IN OUTLOOK 2003

STEP I: Creating a Distribution List

After opening Outlook 2003, go to your Contacts Folder and click on the "File" Menu. Then select "New" and "Distribution List" from the drop down menus that appear.
 


STEP II: Creating a Distribution List

When the "Distribution List" window appears, type the name that you would like your distribution list to go by in the "Name" box.
 


STEP III: Creating a Distribution List

Any additional information that you would like to add about the list, such as a description, can be created by clicking the "Notes" tab and entering the information in the field below.
 


STEP IVa: Adding Members to the list via Outlook's Address Book

In the "Distribution List" window, make sure that the "Members" tab is selected, then click "Select Members".
 


STEP Va: Adding Members to the list via Outlook's Address Book

In the "Show names from the list" box, choose an address book that contains the e-mail addresses you'd like to add to your list (the default is the Global Address List, but any list can be chosen).


STEP VIa: Adding Members to the list via Outlook's Address Book

For each person that you would like to add, type in their last name in the "Type Name or Select from List:" to jump to that section of the list, then select the name you wish to add and click the "Members" button to add their name to your distribution list. When you are done, click the "OK" button.
 


STEP VIIa: Adding Members to the list via Outlook's Address Book

When you're finished, be sure to click the "Save and Close" button.
 


STEP IVb: Adding Members to the list Manually

After opening the "Distribution List" window, click the "Add New" button under the "Members" tab.


STEP Vb: Adding Members to the list Manually

In the "Add New Member" window, type in the "Display Name" and "E-mail Address" of the person you would like to add. When you are finished, click the "OK" button.

 

STEP VIII: Removing a Member

After opening the "Distribution List" window and selecting the "Members" tab, click on the name of the person you'd like to remove from the list and press the "Remove" button. When you're done, be sure to click on the "Save and Close" button located above the "Members" tab.
 


STEP IX: Sending E-mails to the Distribution List

You'll first want to open a new e-mail message and click the "To" button. (A common way to start a new e-mail message is to select "New Message" from the "File" menu)
 


STEP X:

In the Address Book window, click on the drop-down button located under "Show Names from  the:" and select "Contacts"
 


STEP XI:

After selecting the name of the Distribution List that you'd like to send to, click the "To" button, and then press "OK"
 

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