University Systems help centre

Create a distribution list: Outlook 2010

If you often send messages to the same group of people, it may be beneficial to create a group that can be used as a distribution list.

  1. In the navigation pane, click on Contacts.

  2. On the Home tab, select New Group Contact. A new window will open.

  3. Enter a name for your distribution list and then click on Members. You can select From Address Book to open the Global Address List. Note: Alternatively, you can also click on Add New to add existing contacts from your personal Contacts folder.

  4. Enter a name or NetLink ID in the Search field and highlight the name to select it. Click on the Members button to add the name to the distribution list.

  5. Repeat step 4 to add additional members. Click OK when you are finished. Note: You can also use the short-cut keys SHIFT + Click or CTRL + Click to select multiple names simultaneously.
  6. The members have been added to your Distribution List. Click Save & Close.

Send an email using a distribution list

Now that your distribution list has been created, you can send an email to all the members on your list by following these instructions:

  1. Compose a new email by clicking on the New E-Mail icon.
  2. Click on the To... button to access the Global Address Book.
  3. Click on the Address Book drop-down menu and select your Contacts folder. Select your distribution list and then click on To ->.

  4. When you are finished, click OK. Your distribution list will now appear in the message's To... field. Compose your email and click Send.