How to create a contact group (distribution list) in Outlook

You can create contact groups in Outlook, so sending an email to a group of recipients is much easier.

Mail a lot of people with ease in Outlook

When you just became a new grandmother, signed a contract with a big label, or discovered an ancient engraving trying to plant a tree, don’t you mean as many people as possible?

Receive the message for which the mailing lists are intended. In Outlook, such lists are (quite adequately) called contact groups or “distribution lists.” Using such an Outlook distribution list, you can easily send an email to a group of people.

First, though, let’s figure out how to create a mailing list in Outlook – easily (that’s understandable).

How to set up a distribution list in Outlook

To set up an Outlook contact group for an e-mail list:

  1. Make sure the Homebar is active and expands in Outlook.
  2. Click New Items.
  3. Select More ItemsContact Group from the menu that appears.
    1. Tips & WarningsYou can also press Ctrl + Shift + L.
    2. In the Outlook Peoplesection, click New Contact Group or New Items > Contact Group in the Home bar .
  4. Enter the name of the distribution list under Name :.
    1. The list name is what you will use to address the messages in the list.
  5. Click Save and Closein the Contacts ribbon .
    1. Tip: You can add members to the new group right away, of course; see below.

Add members to an Outlok contact group

To add people to your contacts in an Outlook distribution list:

  • Double-click the group in Outlook People,if it’s not already open.
  • Click Add Memberstab strip bar contacts .
  • Select From Outlook Contactsfrom the menu.
  • Use the search to find the desired entry or address book entries and make sure all the contacts you want to add to the group are marked.
    • Tip: You can search not only names and email addresses, but also other criteria to add multiple recipients at once.
  • Click on Members ->.

To add recipients who are not yet in the address book in Outlook, a group Contact:

  1. Click Add membersNew contact by e-mail to bar contact group .
  2. Enter a name for the contact under Display name :.
    1. Tip: If you only have an email address, you can use, for example, an email address or something like a “newsletter recipient”.
  3. Enter the email address you want to add to the group under email address :.
  4. If you want to stop Outlook from adding the new address as a separate contact to the address book, make sure ” Add to Contacts”isn’t checked .
  5. Click OK.

In either case, click Save and Close to save the changes to the distribution list.

Set up a distribution list in Outlook 2003 and 2007

To create a mailing list in Outlook 2007:

  1. Choose FileNew > Distribution List from the menu.
    1. Tip: You can also press Ctrl + Shift + L (I think I am).
  2. Enter the desired name under Name :.
    1. The list name is what you will use to address the messages in the list.
  3. You can now add new membersusing the Add New … and Select Members buttons ….
  4. Click Save and Close.

How to share a contact group in Outlook

After you create a distribution list in Outlook, others do not have to set up the same group themselves. Instead, you can share each contact group by sending its content for use by others.

To share an Outlook contact group by email:

  1. Go to “People in Outlook”.
  2. Find and double-click the group you want to share.
  3. Choose Group ForwardAs Outlook Contact from the Actions group on the Contact Group ribbon tab .
    1. Tip: The Outlook format Outlook allows other people who use Outlook to import the group very easily (see below).
    2. Note: You can also select Internet Format (vCard) . This will attach the names and addresses of the group members in a plain text file, not in vCard format. People who don’t use Outlook can still retrieve the addresses and restore the group, but this will not be a process that is done directly.
  4. Send the message to the person you share the list with.
  5. Click Submit

To import an Outlook contact group that was shared with you by email:

  1. Open the message that contains the attached Outlook contact file for the group.
  2. Click on the lower triangle oriented to the attachment elementof Outlook .
  3. From the openmenu, select Open .
  4. Click Filein the group window that opens.
  5. Make sure you are in the data
  6. Click Move to Folder.
  7. Select Copy to Folder …from the menu that appears.
  8. Now make sure the Contactsfolder is selected.
    1. Tip: You can, of course, choose an address book folder.
  9. Click OK.

You can now close the group window and delete the email that contains it if you wish.

Submit your list from Outlook

With your distribution list in place and ready, you can start sending messages to your members .

Categories such as distribution lists

If you find that Outlook distribution lists are a bit unstable, archived, and separated from your main contact list, you can use contact categories to create elegant mailing lists .

Better Email Marketing for Outlook

For more advanced mail that allows each recipient’s address to be in the and: customize message box, you can turn to the email marketing add-on that integrates with Outlook. Outlook’s built-in email merging feature is another, albeit slightly cumbersome, option in Outlook 2002 and Outlook 2003.


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