OL98: (CW) How to Create a Distribution List

MORE INFORMATION

The Personal Address Book provides the functionality to create distribution lists from any source visible within the Personal Address book. This can include multiple Contact lists, global address lists, and entries already in the Personal Address Book.

There are two things to check before creating your distribution list.

• The Personal Address Book Service in your mail profile,
• Are your contact list(s) marked to be visible as an Outlook address book.

After these items are verified or installed you can then proceed to creating your distribution list.

Check or Install the Personal Address Book Service

1. On the Tools menu, click Services.
2. In the list look for Personal Address Book. If it is there proceed to the next section, otherwise continue to step 3.
3. Click Add, and from the list of available information services, click to select Personal Address Book. You can browse to a pre-existing one or create a new one. Once the path has been entered click OK. Restart Outlook if you are prompted to do so.

Check the Status of Your Contact List(s)

1. On the Folder List, right click your Contacts folder, and then click Properties.
2. On the Outlook Address Book tab, click to select "Show this folder as an e-mail Address Book" and click OK. If the text next to the check box is not available or "grayed out", the service will need to be installed. Otherwise skip to the next section.
3. On the Tools menu, click Services.
4. Click Add, and from the list of available information services, click to select Outlook Address Book. Click OK. Restart Outlook if you are prompted to do so.

Create a Distribution List

1. On the Tools menu, click Address Book.
2. On the File menu, click New Entry.
3. In the Select Entry Type window click to select Personal Address Book, and then click OK.
4. Type a name for your new distribution list, and then click Add/Remove Members.
5. In "Show names from the" click to select the contact list you select the names for your distribution list from.
6. Double-click to select the names for your distribution list. You can mix the names from several lists as defined in step 5. You can mix e-mail and fax addresses. The faxes will be dialed and sent separately from the e-mail.
7. Click OK and then OK to close the dialog boxes. Click the X in the upper right corner of the Address Book window to close the Personal Address Book.

Send Mail to Your Personal Address List

1. Open a new mail message, and click "To."
2. In "Show Names from the" click to select Personal Address Book.
3. Double-click to select the name of the personal distribution list, and then click OK.
4. Type the body of your message and then click Send.

Outlook will automatically send the e-mail and faxes to the people in your distribution list.