Outlook users regularly send emails to specific people like the project team, core team members, professors, students, group of club members, friends, and many other related groups of people.
Currently, what is the process?
Enter the name or email address of the person individually to the To, Cc, or Bcc line, sounds like no problem.
But there is one issue.
- If you forget some members in the queue.
- If the list of huge what is the alternate.
Create a Contact Group in Outlook [Distribution/Email List]
Microsoft Outlook offers you to create a Contact Group/Distribution List/ Email List/ Email Group (whatever you name all are the same) to manage dozens of team members and send specific email messages designed for them.
How To Make Outlook Group?
Creating an email list of the required few steps, here is the tutorial.
- Open Outlook >> Click Home Tab >> New Items >> More Items >> Contact Group
You can also get there using a keyboard shortcut Ctrl+Shift+L.
- Contact Group window dialog box appears, now it’s time to do some homework.
- Name your group (Eg – Black Friday Sales). As soon as you name the group, the window automatically names itself.
On the Contact Group tab, in the Members group, click the Add Members list and then choose how you can add the member:
There are three ways you can add the members.
- From Outlook Contacts
- From Address Book
- New E-mail Contacts
From Outlook Contacts & From Address Book
Both the options are technically the same, after clicking on the options (Outlook contacts/address book), you will be forwarded to the address book,
You will get a huge list of contacts in your contacts, simply double click on the contact you like to add to the group, the name automatically added to the member below: refer snapshot
Click as many members, you like to add.
After adding members you can see the list of the email address on the board, Click Save, and close on the left-hand corner of the page.
You can also remove any member, if by mistake added, by selecting that member and clicking Remove Member from the tab.
From New E-mail Contacts
Once you have added to the required members already in your address book, there must be some more members you need to add to the group.
For that, New E-mail Contact options come into play.
How does it work?
When you like to add members through new email contacts, that means your members are not added to your contacts list.
Simply click to Add Members >> New email contacts >> you will be directed to (Add new member form)
For new contacts, enter the name you’d like to display for them in the window, insert in their email address, and click OK, [It is recommended to always check – add to contacts option], it will save your new entry into your contacts.
Click OK, your contact is added to the list of the group, finally, Click Save and close.
What if, you need to add multiple email address which is not in your address list. New email contacts are a good option but not for multiple emails, for that you need something else.
You can create a contact list in excel, and import the list in outlook (refer to this article – How to Import Contacts from Excel to Outlook?)
How to Add Members To The Existing Group?
After saving the group the same is saved in the contacts in your computer, for more editing like adding more members or selecting an existing one, you have to find the group.
- Open Outlook
- Click to people from the navigation section
You will find your group, double click on the group, you can further add members.
How Outlook Send Email To Contact Group?
Use a contact group (formerly called a “distribution list”) to send an email to multiple people—a project team, a committee, or even just a group of friends—without having to add each name to the To, Cc, or Bcc line individually.
As usual, creating an email for the group or individual is the same, type the group’s name into To: CC: or BCC:
A single group name entry automatically adds all the members of the group, you can double-cross by clicking on the plus sign before the name of the group. After clicking on the plus sign the group member’s email address split, and you can check a separate entry.
Click send and all your members get the messages. That’s the beauty of Outlook.
How To Merge Two Contact Groups in Outlook
Case Study: I worked in a multinational company (project section), my job is to coordinate with the team members in different segments.
Execution team, billing team, majoring team, the work of all the team is different at some stage but when the billing of the executed work starts, there must be clean coordination amount all three team members.
So instead of dealing with the teams separately, Management decided to merge all teams into one.
For, transparency and proper communication all three groups required a single gateway.
How To Combine Distribution Lists?
There are three simple ways to send the message to the merged or combined group with a single click.
During creating a mail you can simply type the name of all the groups into To:, CC:, or BCC, when you to the plus sign of both the group, all the email address expend, and the mail sent to all the members.
You can create a new group while adding members you can simply add that specific group (instead of any member), that way you add all group members in a single group, name your new group, and the process of mailing is well aware.
In the third option, you can edit one group and add another group directly, refer to snapshot – while editing the billing group, and adding more members, I simply added the group with other members, that’s the beautiful example of merging or combining the distribution list.
You can also copy all the members of one group and add all those members by name to another group, that also works but quite lengthy.
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