A distribution list is a list of e-mail addresses. The steps below will show you how to bundle a set of e-mail addresses so you only need to add one thing to the TO section of e-mail you send to a group. For example if you regularly send e-mail to teachers who teach year 8 classes, then you can set up a distribution list for all the teachers of year 8. After you set up the list you can then just select the year 8 teacher list when you are sending year 8 teachers an e-mail.
Step 1: After you have opened up outlook, click on the contacts box (shown in red below)
Step 3: A new window will pop up. It should look like the one below. Click on the select members option (in the red box).
Step 4: A new window will pop up that looks like the one below. This is where you will add everybody to your list. So you can use the search text box (in the red box) to search for the names of the staff you want to add to this list. Once you find them double click on their name (the green box). The name will then appear below (inside the blue box). Repeat these steps until everybody in your list is in the lower text box (the blue box). Then click ok.
Step 5: That window will disappear and you should see all of the staff members that you chose in the lower box (in the blue box). You then need to name the list. When you send an e-mail later the name is what you will see (you will understand later). Make sure you name is descriptive!!!. For the example of year 8 teachers, the name year 8 teachers would be fine. You type the name in the name text box (in the red box). Then click on the save and close option (in the green box).
Step 1: Your list has now been created and will exist as one of your contacts. If you want to edit the list then you will have to be in the contact section (Step 1), then you should see the list in you contacts section.
Step 2: Double click on the list to open it up. Use the select members (in the red box) to add new people to the list and use the remove button (in the blue box) to delete people, or you can just highlight then and hit the delete key.
After you have created a distribution list you can then use it for any e-mail you send. After you create a new e-mail click on the TO... button (in the red box). The normal window will pop up. You have to change the address book o the contacts option (in the green box). Then search for your list and double click on it (in the blue box). Then click ok (in the purple box). If you want see all the staff members again change the address book back to the Global address list option.
