Outlook Tip of the Month: Creating Personal Distribution Lists

May 8, 2008

To: UCOP Community
From: Tara Brant, Manager, UCOP Technology Service Desk

A distribution list is an easy, one-click way to send e-mail to a group. For example, if you send frequent messages to your marketing team, you can create a distribution list called “Marketing Team.” E-mail then sent to that distribution list goes to all members—and you don’t have to type individual addresses.

How to Create a Distribution List

1. Go to File, select New, and Distribution List.
2. Give the distribution list a name; type it in the Name box.
3. Click on Select Members.



4. In the right-hand “Show Names from the” box
   1. Click on the address book that has the e-mail addresses you need – the Global Address List (GAL) or Contacts. The GAL lists all UCOP staff. Contacts contains your personal contacts and distribution lists.
5. In the left-hand “Type Name or Select from List” box
   1. Type in a first name.


6. Scroll to the correct address and double click on it. It will appear in the Members field. Do this for each address you want to add to the list.
7. When done, click OK
8. Click Save/Close at the top of the screen.
9. The next time you e-mail the group, click the “To” button in the outgoing message and select the distribution list from Contacts.

If you have questions about this tip or any other Outlook feature, please contact the IR&C; TechDesk at 987-0457 or TechDesk@ucop.edu.