Distribution Lists

Creating Distribution Lists in Outlook

Distribution lists in Outlook allow you to group several e-mail addresses together. This will allow you to send a single message to a group of people at once instead of having to send out the same message to each person individually. This can also eliminate you from having to remember lots of e-mail addresses when you want to send a message to them. So here are the steps to create a distribution list.


* PLEASE NOTE *

There are two limitations that you might run into when creating your distribution lists. Please take these into consideration as you create them.

- The Exchange e-mail server has a limit of 150 recipients per message. If you need to send a message to more than that number of people, we recommend that you create multiple distribution lists and send the message once for each distribution list. Don't try to make multiple distribution lists and then try to send one message to all lists. The Exchange server won't allow it if the total addresses in all lists is greater than 150.

- Outlook has a limitation on the number of entries in a distribution list. There is no set limit because it depends on how much information you store for each contact. The more information you store, the fewer the number of entries you'll be able to put in a distribution list.


Click on the File menu, select New, and then Distribution List. You'll get a screen similar to the one below:


DL Main screen

Type in the name of the distribution list in the "Name" box. If the people you want to add are in the Global Address List or in one of your personal contact lists, click on the Select Members button. You'll get a screen similar to the one below.


Global Address List

Here you can select the contacts from the Global Address List and click on the Add button. If the contacts are in one of your personal contact lists, you can click on the box in the upper right-hand corner to select your contact lists. When you are done adding contacts, click on the Ok button.

If the contacts aren't in the Global Address List or one of your personal contact lists, click on the "Add New..." button. You'll get a screen similar to the one below.


Add new member

Here you type in the name that you want to show up for the contact in the "Display Name" box. You'll enter the e-mail address in the second box. You'll usually want to leave the "Address Type" as it is. If you want to add this information to your contact lists, put a check in the "Add to contacts" box. Click on the Ok button. Repeat this process if you have more than one entry to put in this way.

When you are done adding in your contacts, click on the "Save and Close" button near the top. This will save the distribution lists in your Contacts folder in Outlook. Once it is saved, it will look like the following:


List name

In this example, the name of the distribution list is "Distro Test". You can double-click on your distribution list to see its contents. In order to make this distribution list accessible when composing a message, you might have to make it available as an Outlook address book. You do this by right-clicking on "Contacts" in the Folder List, selecting Properties, and then clicking on the "Outlook Address Book" tab. You should get a screen similar to the one below.

Address book

All you have to do is to put a checkmark in the same place on your screen as you see in the image above. Click on the Ok button. After that, your new distribution list should be ready to go. Just repeat the process if you need to create multiple distribution lists.

If you have any questions, feel free to contact the OIT Helpdesk at 9-4648.