Indiana University

Distribution lists in Microsoft Outlook 2000 or 2002

Note: UITS recommends that you use the Outlook address book (which is created automatically from information in your Contacts folder) instead of a Personal Address Book. The contacts will be located on the server and accessible from any Outlook client as well as Outlook Web Access, whereas a Personal Address Book is only available from the hard drive of the computer on which you create it.

To create a personal distribution list in Microsoft Outlook 2000 or 2002, follow the steps below:

  1. From the Tools menu, select Address Book....

  2. In the Address Book window:

    1. From the File menu, select New Entry....
    2. In the "Select the entry type:" field, choose Personal Distribution List.
    3. Under "Put this entry", select the In the radio button, and then select Contacts.
    4. Click OK.

  3. The New Personal Distribution List Properties window will open. In the "Name:" field, enter the name you want for the distribution list, and then click the Add/Remove Members... button.

  4. A new window will open titled Edit Members of [listname].

  5. Double-click each name that you want to add to the distribution list, or select each name and click the Members-> button to put the names in the Personal Distribution List window.

  6. When you're done adding names, click OK until all open dialog boxes are closed. Finally, in the Address Book, from the File menu, select Close.

If the member you wish to add to the distribution list does not appear in the Address Book, follow these steps:

  1. In the Edit Members of [listname] window, click the New... button.

  2. In the New Entry window:

    1. Select the type of email address you will be adding (probably Internet Mail Address).
    2. Under "Put this entry", if you select Contacts, the new member will be added to both the distribution list you are building and the list of addresses in your Contacts. Otherwise, select Just in this Personal Distribution List.

  3. When you have finished adding members to your list, choose OK until all open dialog boxes are closed. Finally, in the Address Book, from the File menu, choose Close.

When you are ready to send new mail to the people in your personal distribution list, enter the name of the list in the "To:" field of a new message, or select it from your Contacts by clicking the To: button.

Services and Support

 
 


Advanced Search