Use Contact Categories as Distribution Lists in Outlook 2007

Solution Use Contact Categories as Distribution Lists in Outlook

To create a distribution or mailing list with categories in Outlook:
•Go to Contacts in Outlook.
•Highlight all contacts you want to add to your new distribution list.
•To add people not yet in your Outlook contacts, create them first using Ctrl-N.
•Click the Categorize toolbar button. •You can also select Actions | Categorize from the menu.
•Select All Categories... from the drop-down menu.
•Click New....
•Type the distribution list's desired name (e.g. "Friends and Family (List)").
•Choose None from the Color: drop-down menu.
•Click OK.
•Click OK again after you have verified the new category is checked.

To add new members later, assign to them the appropriate category individually.

Send a Message To Your Category Distribution List

To compose a new message or meeting request to all members of the category-run distribution list:
•Go to Contacts in Outlook.
•Select View | Current View | By Category from the menu.
•Click the desired list category's heading.
•Select Actions | Create | New Message to Contact or Actions | Create | New Meeting Request to Contact from the menu.
•Click OK if Outlook notifies you that your action will apply to all items in the group.
•Click in the To... field. •Outlook has put all address in the To: field. For a list messages, it is usually better to have all addressees in the the Bcc: field to avoid revealing addresses. If appropriate, you can leave the addresses in the To: field, of course, or move them to the Cc: field.
•For contacts with multiple email addresses, Outlook has inserted each. It is best to delete the unneeded addresses.

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Article details

Article ID:	99
Category:	MS Office
Date added:	2011-10-20 17:29:06
Views:	590
Rating (Votes):	(71)

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