Distribution List
Distribution List
Facts
* Limited to 75 addresses
* Non-GFU addresses OK
* Delivered to inbox (receiver can turn on filtering)
* Replies go to sender unless Reply All button is used
How to create
Find the New button on the far left of your toolbar, but click on the down arrow part of the button, and select Distribution List.
Give the list a unique name such as "Family" or "Outdoor Club."
* From Outlook
Use the Select Members button to add GFU addresses to the list. You can use one or both of these two methods:
1) Type the first name, find the person you want, and double-click on the name to add them to the list.
2) Use the Find button to type a last name and pick from the options presented, or type a few letters of first and last in the appropriate boxes and choose from the names listed.
3) Use the Add New button to add non-GFU addresses to the list.
* From the web
1) In the box provided enter a GFU person's name. If you enter only part of a name (last name, part of first and part of last, etc.), the system will display all matches and you can pick the one you want. To enter non-GFU addresses simply type the full Internet address. Once you have entered an address, click Enter or the Add button.
2) Windows users can also use the Find Names button to enter GFU addresses. Enter last name, first name, or a little of each to find a name. Once found, click on the name, and then click on Distribution List at the bottom of the screen to add that name to the list.
3) When all the names are added, click on the Save and Close button. Note: if you close the window without saving, you will lose all your work.
How to create from a mail message (Outlook only)
1) You can use an existing message to or from a group of people to quickly create a distribution list. Open the message, then:
Click on the first name you want, hold down shift, and click on the last name. This should highlight the names. (Click-and-drag also works.)
2) From the Edit menu select Copy
3) From the File menu select New, then Distribution List
4) Enter a name for the list
5)Click on Select Members
6) In the "Add to distribution list" box at right click once, then from the Edit menu select Paste
Click OK, then click Save and Close
How to edit
1) From Folders, Folder List, or Shortcuts, click on Contacts
2) Double-click on the name of the distribution list
3) To delete a member, click once on a name in the list, and then Delete or Backspace
You can add members using the directions above
How to use
Start a new message and type the name of the distribution list in the To: field. It "should" resolve to the distribution list in bold (hit control-K to resolve immediately on a Windows computer). There is an alternate method below, but if this step routinely fails, contact the IT Service Desk to have your settings for Contacts checked.
From Contacts click once on the distribution list, and then go to the Actions menu and select New Message to Contact. Windows users can also right-click on a distribution list and select New Message to Contact.
How to share the list (For Outlook only. Recipient must be using Outlook.)
You can send your distribution list to others (including the distribution list itself) so that they can also use it. Note that, any changes you make after you share the list will NOT appear on the other copies. You will need to mail the updates (or an updated copy of the list) to the same recipients. To send a copy of the distribution list:
1) Open a new message
2) Type in address, subject, and a message as usual
3) On the Insert menu, select Item
4) In the "Look in" list, click on the folder (Contacts) that contains the distribution list you want to send
5) In the Items list, click the name of the distribution list.
6) Click OK
7) Send the message