Outlook 2010 Advanced – Lesson 8 – Advanced Mail Functions

Working with Personal Distribution Lists

In addition to the group addresses created by your postoffice administrator, you can create your own personal distribution lists. For example, if you often send messages to members of a project team or committee, you might want to create a group to save you time and trouble. Once you’ve created a personal distribution list, you can use it just as you use any other name to address a message. It is easy to add and delete members.

Creating a Personal Distribution List

You create a new personal distribution list similarly to creating and adding names to a Personal Address Book. The New Entry dialog box gives you access to the New Personal Distribution List Properties dialog box, shown in Figure 26. From here, you add members to your list.

Figure 26: The New Distribution List Dialog Box

To create a personal contact group:

1. On the Home tab, click the New Items button.

2. On the dropdown choose More Items, choose Contact Group.

3. In the New Contact Group dialog box, in the Name text box, type a name for your New distribution list.

5. Choose the Add Members icon and which Address Book. The Contacts dialog box appears.

6. Select the names.

8. Choose OK.

9. In the New Contact Group dialog box, choose Save & Close.

10. Close the Address Book window.

In the following exercise, you will create a personal distribution list.

1. Make sure the Address Book window is open
2. On the Address Book window, click File, New Entry. The New Entry dialog box appears.
3. From the Select the entry type: list, select New Contact Group, and then choose OK The New Contact group dialog box appears.
4. In the Name text box, type Classmates
5. Choose add Members icon The Select Members: Contacts dialog box appears.
6. Press and hold Ctrl, select your mail partner and three other classmates, and then release Ctrl The members are selected.
7. Choose Members The names appear in the members contact group pane.
8. Choose OK The names are added to the pane in the New Contact Group dialog box.
9. Choose Save & Close Your new contact group name appears in your Address Book name list in bold.

Editing a Personal Contact Group

You might want to add members to a personal contact group, or you might need to remove existing members. To edit your lists, open the Group Properties dialog box.

To add contact group members:

1. From the Home tab, choose the Address Book button.

2. If necessary, in the Address Book window, from the Address Book drop-down list, select the necessary Address Book.

3. In the address list, double-click the name of the contact group to which you want to add members.

4. In the Contact group dialog box, choose Add Members.

5. From the Address Book: Contacts dialog box, select the name(s) you want to add to the group.

6. Choose Members.

7. Choose OK.

8. In the Contact group dialog box, choose Save and Close.

To remove contact group members:

1. From the Home tab, choose the Address Book button.

2. If necessary, in the Address Book window, from the Address Book drop-down list, select the necessary Address Book.

3. In the address list, double-click the name of the contact group to which you want to remove members.

4. In the Contact group dialog box, select which member you wish to remove.

5. Choose Remove Member.

8. In the Contact group dialog box, choose Save and Close

In the following exercise, you will edit a personal contact group.

1. Make sure the Address Book window is open
2. In the Address Book drop-down list, make sure the necessary Address Book is displayed
3. Double-click the contact group name Classmates The Classmates Distribution List window appears.
4. Choose Add Members The Select Members: Contacts dialog box appears.
5. In the address list, select another student’s name
6. Choose Members and choose OK The student’s name is added to the group.
7. In the contact group, select any name
8. Press Delete. The name is removed.
9. Click Save and Close

Deleting a Personal Contact group

You should keep your Address Book a manageable size so that you can easily find entries. When you complete a project, for example, you no longer need a contact group for that project, so you should delete the list.

To delete a personal contact group:

1. From the Home tab, click the Address Book button.

2. From the Address Book drop-down list, select the necessary Address Book.

3. In your Address Book, select the contact group you want to delete.

4. Press Delete

5. In the message box that asks, Are you sure that you want to permanently remove the selected user(s) from this Address Book? choose Yes.

In the following exercise, you will delete a contact group.

1. Make sure the Address Book window is open
2. In the Address Book drop-down list, make sure Address Book is displayed
3. Select the contact group name Classmates The Classmates dialog box appears.
4. Press Delete A message box that asks Are you sure that you want to permanently remove the selected user(s) from this Address Book? appears.
5. Choose Yes The contact group is deleted.
6. Close the Address Book window

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