Distribution Lists in Outlook 2003

Distribution lists can be helpful in sending the same message to a large number of people. Generally, groups of people all interested in the same information will be in a Distribution List. For example, you could create a list for all OSU Alumni from Ohio or all of the staff in the MU. Distribution Lists on the Exchange network generally work best with under 100 members. If you need a solution that will support a larger user base, try an OSU listserv.

Getting Started

Setting up a distribution list in Outlook 2003 requires you to switch out of the Mail interface that most users are familiar with and go into the Contacts interface. The easiest way to do this is to click on the Contacts icon at the lower left of the Outlook window:

To start a new distribution list, click on the arrow next to the New button and select Distribution List from the drop-down menu:

Below is a picture of the Distribution List window. This window will be our main focus for creating and working with Distribution Lists.

Adding members to a Distribution List

By pressing the Select Members button the Address Book will come up displaying your address book, usually set to the OSU Global Address List (GAL). Here you can use the GAL just like you would when selecting recipients for an email; double click on the address you would like to add to the list and just double click any additional addresses to add them to the list. Note: You can even add distribution lists to your Distribution List (Note: Distribution Lists show up in Bold and with the Distribution List icon (2 heads on a contact card) in the GAL). If you would like to switch to your personal contacts or any other contact list you may have access to, open the drop-down menu labeled, "Show Names from the:" as shown below.

Once you're finished selecting members from your contact list press the OK button in the Select Members window. To add members that are not on any of your contact lists, simply press the Add New button. This will bring up the Add New Member dialogue box. Display name will be the alias for the email address; for example the person's name or the name of the business or group. If you are unsure of what email program the person you are adding is using, select Send Plain Text only from the Internet format drop-down menu. If you would like to save this entry to use later, check the Add to Contacts check-box. Once everything looks good, press OK.

Now that all of your contacts have been added to the list the next step will be to add some identification to this list. Start by assigning a name to the list. The name will be displayed in your Contacts view so be sure to make it descriptive. If desired, you can also assign categories to the list by clicking the Categories button in the lower left. When sharing your contacts, checking the Private check-box will hide this Distribution List from other users you allow to see your contacts.

The notes section of the Distribution List window allows you to write down all kinds of information about this list such as what the list is for, when you last sent out a message to the list or when your next message should go out.

Once you are satisfied with how your list is set up click on the Save and Close button. You will now notice that there is a new entry in your Contacts view for the list you just created. You will also notice that the Distribution List icon (2 cartoon heads) shows which entries are lists.

Sending Messages to a Distribution List

There are many ways to send messages to a Distribution List like the one you have just made. When in Outlook Mail view you can create a new email message and press the "To" button to bring up the address book. Now select your Contacts from the "Show Names from the:" drop-down menu and you will see the Distribution List. Double click it to add it to the recipients for this message. Note that the name of your Distribution List appears in bold letters and has the 2 headed Distribution List icon.

Also, you are able to send to your distribution lists from the Contacts view. Right-clicking on your list in the Contacts view allows you to choose New Message to Contact or New Meeting Request to Contact which will open a new message or meeting request to the Distribution List. And another way to send to a Distribution List would be to open up the list by double clicking it in the Contacts view and opening the Actions menu in the Distribution List window. This menu gives you a number of things to do with the list.

Sharing Distribution Lists

Sharing your newly made Distribution List can be very helpful to your co-workers. This will make all of your contacts and distribution lists available for others to view and also send to. To share your contacts, first click on the Share My Contacts link in the Contacts view of Outlook 2003.

If you want everyone on your Exchange network to be able to access your contacts (not recommended), select the Default user. It is recommended to set the Permission Level to "Reviewer" which only gives people the rights to view and use your contacts for their own messages; they can not edit or delete any of your contacts. If you would like only certain people to have access to your contacts (recommended), click on the "Add" button and select users from the Global Address List (GAL.) Once you have chosen all of the people you would like to grant access to, press OK. Now you will see all of their names highlighted in the Contacts Properties window. You can set the Permissions and it will apply to all of the highlighted users. Again I would recommend Reviewer for security reasons. Once you are finished, press Apply and then OK.

To share only a Distribution List or other contact with others on your Exchange network, it is easiest to send them the List in an email. You will need to switch to Outlook Mail view and open a new message. Select all the people you would like to send your list to and then click the arrow next to the attachment paper clip and choose "Item":

Inside the Insert Item dialogue box select your Contacts from the "Look in:" box. Then, below, choose your Distribution List (or any other contacts you may want to send to others) and press OK.

When you receive an email with a Distribution List attached, simply drag the Distribution List icon from the email down to the small Contacts icon in the lower left as the below picture illustrates:

Questions?

If you have any questions about distribution lists in Outlook, contact the OSU Computer Helpdesk.

OSU Computer Helpdesk
Monday - Friday, 7AM - 7PM

osuhelpdesk@oregonstate.edu (541) 737-3474