How to Create a Distribution List in Outlook

 

A distribution list is, simply, a mailing list that you assign e-mail user IDs/addresses to and name (e.g. – Staff Council 04-05).  Thereafter, when you select that name from your Outlook address book or type it into to To:/Cc:/Bcc: field(s) your message will be sent to everyone on that list. 

 

A distribution list is not a list-serv and is not meant to be used as a discussion forum.  This means that replies to your messages to a distribution list will be sent only to you, unless the user replying selects <Reply All>.

 

To create a distribution list:

  1. Go to your Outlook Address Book or Contacts page;

 

  1. Pull down the “New” menu and select “Distribution List;”

 

  1. A window will open, at the top of which you will see two buttons:  <Select Members> and <Add New.>
    1. IF YOU CHOOSE <SELECT MEMBERS>:  another window will pop open containing the IUPUI universal address book.  Search for the appropriate name by entering letters or scrolling down.  Once the name you wish to add is highlighted, click either the <Add> or <Members> button (depending on the version of Outlook you use).  Do this as many times as necessary to add the names/addresses.  When you are done, click <OK>.
    2. IF YOU CHOOSE <ADD NEW>:  a window will pop up, allowing you to add e-mail addresses individually.  Enter the e-mail address and click <OK>.

 

  1. You will be returned to the initial Distribution List screen.  At the top you will see a field that says “Name.”  Type a name for your Distribution List;

 

  1. Click the <Save and Close> button at the top.  Your list has been added to your personal address book.

 

 

To use your distribution list:

Simply type the name of your distribution list into the desired field (To:/Cc:/Bcc:) or pull down your person address list and select it from there.  Type the body of your message as you would in any other case and hit <Send>.

 

Depending on the size of your list, you may wish to always enter the list name in the Bcc: field.  What this does is obscures the list of addresses from everyone receiving the message, reducing the temptation to hit <Reply All>.  It may also reduce the chance of someone on your list accidentally hitting <Reply All>.  You may also find that some recipients:  (A) don’t appreciate having their address circulated or (B) feel inconvenienced when replies to or forwards of your message are topped by a long list of addresses, which may leave the message truncated, etc.