There are situations when you have to send messages to a group of people. In order not to add the same people each time to the recipient list in Outlook, it is possible to automate this process.

Now we go directly to creating a contact group. Opening Outlook 2010, select the " Contacts"And click on" the main". Select item “ Create Contact Group"(Fig. 1)

In field " Name"Enter the name of the group to which we will apply automatic mailing and select" Add members».

We’re choosing the method by which we will add participants Contact Groups: From Outlook contacts, from an existing address book, by creating a new contact. In our example, this is adding contacts from Outlook.

In the window that opens, select the contact that we want to add to Contact group and click on " Members". Then do not forget to click on " Save and close"(Fig. 2).

We check the correctness of our actions. Create a new message. In field " To ...»Write the name we created Contact Groups. If you need to remove some contacts from the mailing list, then in the " To ...»Of the message, click the plus sign (+) next to the name of the distribution list to see its contents, and then delete the names of people who do not need to send a message (Fig. 3).

Using Bcc in Outlook

When correspondence by e-mail, it is convenient to put in copies of all people who are interested in familiarizing themselves with the correspondence, but who are not participating in it. In such cases, the recipient of the letter will see that the letter has arrived to him, and also will see all those who are in the copy of the letter.

But what to do when you do not want to make it clear to the counterparty that someone other than him receives this letter? In this case, use the Bcc field. Create a new email, go to the “ Options"And select the menu" Show Bcc Recipients”(Fig. 1).

Enter the address and send a letter to the recipient.

Often you need to send a message to several recipients at once - for example, to all recipients whose letters you have in the Humor folder or in the Family folder. Creating a group, you can save time and nerves, since you do not have to manually enter all their addresses. To create a group, do the following:

Select the menu items Service Address Book to open the Address Book window.
Select File-Create Group. A dialog box will appear in which you can create a group.
Enter a group name. Try to come up with a good name that reflects the composition of the group and the content of the issues discussed with correspondents.
Add contacts to the group. Use the Select button to highlight all the recipients in this group. A new dialog box will appear on the screen with the email addresses of correspondents, which you can include in the group. In the left part of the window, select the desired name and address and use the Select button to add them to the group in the right part of the window.
When you have fully formed the group, click on the OK button.
To close the Properties window for this group, click the OK button.
Close the Address Book window.

Now you can work with the group.

To send a message to the whole group, enter its Name in the To, Cc or Hidden field. After that, the message will be automatically sent to all members of the group.

Alternatively, you can click the To button and select a group from the address book list.

What is blind carbon copy?

The Hidden field is used to create “blind” copies of the message, i.e. copies in which there are no names of other recipients of this letter. Thus, if you send a blind copy of the letter to a group of people, none of them will know the other recipients.

To access the Hidden field, in the open window of a new message, select the View \u003d\u003e All headers command. The recipients indicated in the Hidden field will receive a copy of the letter along with all the others. But those whose names appear in the field or Copy, will not see addresses from the Hidden field.

remember, that field To be sure to fill. If you do not want to enter anything there, enter your own email address.

It is very convenient to enter the group name in the Hidden field. Read about this field in the sidebar, “What is BCC?” In this section.

The ability to create a blind copy is very convenient when sending a message to several people. For example, sending a fresh joke, enter all the addresses in the Hidden field, and in the To field, enter your name. Then everyone will be able to read the new joke (and perhaps not all - you never know what can happen), and the recipients will not have to look at the huge list of names at the beginning of the letter.

Instruction manual

Call the main system menu by pressing the "Start" button, and go to the "All Programs" item. Expand the Microsoft Office link and start the Outlook application. To use the recipient names found in the application’s address book, open the File menu of the Oulook top service panel and select the Create command.

Select the "Mailing List" subcommand and type the desired name of the list to be created in the "Name" line. Click on the "Mailing List" tab in the dialog box that opens and use the "Select Members" link. Specify the address book containing the required email addresses in the Address Book directory. Type the name of the selected recipient in the "Search" line and highlight the name that is defined in the directory below the search line. Click on the "Members" link and repeat all the above steps for each desired mailing list recipient. Confirm the selected action by clicking OK.

If you need to create a mailing list from the names in e-mail messages, select the required name in the “To” line and call its context menu by right-clicking. Specify the Copy command and expand the Microsoft Office site. Select the “Mailing lists” item in the “Create a new Outlook item” section and select the “Mailing lists” tab of the dialog box that opens.

Select the link "Select members" in the "Members" section and call up the context menu of the same line by right-clicking in the next dialog box "Select members". Select “Paste” and confirm saving the changes made by clicking OK.

Type the desired name of the created mailing list in the "Name" line and once again return to the "Mailing lists" tab. Use the Save and Close command in the Actions section.

Instruction manual

Run Outlook. Double-click the application icon on the desktop or click the "Start" button and select the desired item in the "All Programs" menu. After downloading the application, select the “File” menu and find the “Create” line. When you hover over this caption, action sub-items will appear. Find the item “List mailing lists»And click on it with the left mouse button. The window for creating and editing a new list of mail recipients opens.

Enter a name for the list in the "Name" field. So you can create several different groups of recipients for various tasks, and then quickly switch between them. For example, “Customers”, “Employees”, “Friends” and so on.

Click on the button labeled “Select Members” to add recipients from your address book. Find the right person in the list and click OK. The recipient selection window closes, and in the list mailing lists the recipient appears, repeat until you have entered all the necessary addresses. This method is well suited if you have already entered the names and e-mail of those to whom you want to send mail in the Outlook address book. If this is a new name, you need to use a different method of entering recipients.

Left-click on the inscription “Add”. A small window will open in which you will see the fields "Short name" and "Email address". Copy and paste the name and address if you have a letter from this person, or type a new name and address manually. Press the OK button (it will become active only after entering the email address). The dialog box closes and a new line appears in the recipient list. Repeat this step as many times as needed to add all subscribers. mailing lists.

Click the “File” button in the top line of the window and select “Save”. Left-click on it, and after a few seconds list mailing lists outlook will be created.

Sources:

how to create a list

Instruction manual

Let me remind you of the terminology. A mailing list is a set of contacts. These lists make it easy to send messages to groups of people. For example, if messages are often sent to the sales department, it’s convenient to create a mailing list with the name “Sales Department” that includes the names of all employees in this department. A message sent to the addresses of this list is sent to all recipients listed on the mailing list. At the same time, the recipients see in the message line “To” not the name of the mailing list, but the names of all persons included in the list. Mailing lists can be used for messages, assignments, meeting invitations, and other mailing lists.

It is possible to add names to the mailing list and delete them, send the list to other users and print it. Mailing lists are marked with and are stored by default in the Contacts folder, which allows you to sort them and assign categories to them. If you are using Microsoft Exchange Server, the global address list may contain global distribution lists that are accessible to all users on this network. Personal mailing lists created in the Contacts folder are available only to one user, but can be copied and sent to other users.

Message or Invitation only parts of the mailing list can be sent to the meeting. To do this, select the list members by clicking on the plus sign (+) after the list name, and then delete unnecessary names. Contact mailing lists in the Email field Mail "can not be expanded.

Add a name to the mailing list or delete a name

To add an address from the address book or the Contacts folder, click the Select Members button.
To add an address not from the contacts folder or from the address book, click the Add button.
To delete a name, click it and click the Delete button.

Sending a mailing list part

Run the command File → Create → Message.
Click the "To" button and in the "Enter or select a name" field, select the mailing list containing the users to whom you want to send a message.
Mailing lists are indicated by.
Click the OK button.
Click the plus sign (+) after the name of the distribution list to see its contents, and then delete the names of people who do not need to send a message.

Mailing list

Open a new message.
Click in the message body area.
Perform one of the following actions:
- if you use Microsoft Word as your email message editor, drag and drop the mailing list from Contacts in the message;
- if you use Microsoft Outlook as the email editor, select Insert the team Document.
In the list Folders Click the folder containing the distribution list that you want to send. Mailing lists are saved by default in the Contacts folder.
In the list Items Click the mailing list you want to send, and then click OK.
Send a message.

If you want to send a mailing list containing members of the global address list (the Global address list is an address book containing the email addresses of all users, groups and mailing lists in the organization. This address book is created and maintained by the administrator. It can also include email addresses public folder.), make sure the recipient of this distribution list uses the same global address list.

Display names on the mailing list

If you are creating a new message, click the To button.
In the Address Source list, select the address book that contains the mailing list about which you want information.
In the "Enter or select a name" field, enter the name of the distribution list. In this list, click on the desired name.
Click the Advanced and Properties buttons.

To update addresses in the mailing list, you need to open the mailing list in the "Contacts" folder (mailing lists are marked with an icon), and click on the "Update" button. If you need to move the mailing list from the message to the Contacts folder, follow these steps:

Open the message containing the mailing list.
Click the nested mailing list and drag it to the Contacts folder.

28.03.2015