University Systems help centre

Create a distribution list: Outlook 2013

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 strip, click on People.  If People is not visible, click ..., then People.


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

    New Contact Group

  3. Enter a name for your distribution list and then click on Add 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.

    Add Members

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

    Select members

  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.

    Save and 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 Email 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 ->.

    Select address

  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.