Boost Your Yoga Teaching Business: A Step-by-Step Outlook Distribution List Tutorial


Category
Yoga Email Marketing

Purpose
A distribution list in Microsoft Outlook is a convenient compilation of contacts, allowing effortless communication with a group of individuals. For instance, if you frequently correspond with your prospects, you can create a distribution list named “Prospects,” containing their names. When a message is sent to this list, it reaches all listed recipients. Importantly, recipients only see their names and others on the “To” line, rather than the distribution list name. Managing distribution lists is simple, allowing additions, deletions, sharing, and printing. These lists are stored in the Contacts folder by default, enabling sorting and categorization.

Strategy
Use your Outlook to send a monthly email to your prospects and customers

Difficulty
2/10

Time
10 minutes


Part 1: Set up a Distribution List


Step 1

Open up Outlook

Step 2

On the File menu point to New, and then click Distribution List.

Step 3

In the Name Box, type a name.

Step 4

Click Select Members.

Step 5

In the Show names from the list, click the address book that contains the e-mail addresses you want in your distribution list.

Step 6

In the Type name or select from list box, type a name you want to include. In the list below, select the name, and then click Members. Do this for each person you want to add to the distribution list, and then click OK.

If you want to add a longer description of the distribution list, click the Notes tab, and then type the text.

The distribution list is saved in your Contacts folder by the name you give it.


Part 2: Copy Names from an Email Message


Here’s how to create a distribution list by copying names from an e-mail message.

Step 1

In the e-mail message you want to copy the names from, select the names in the To or Cc box (To, Cc, and Bcc boxes: A message is sent to the recipients in the To box. Recipients in the Cc (carbon copy) and Bcc (blind carbon copy) boxes also get the message; however, the names of the recipients in the Bcc box aren’t visible to other recipients.).

Step 2

On the Edit menu, click Copy.

Step 3

On the File menu, point to New, and then click Distribution List.

Step 4

In the Name box, type a name for the distribution list.

Step 5

Click Select Members.

Step 6

In the Add to distribution list list, right-click, and then click Paste on the shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHIFT+F10.)




Part 3: Add and Delete a Name to a Distribution List


Step 1

In your Contacts folder, open the distribution list.

Step 2

To add an address from an address book or a contacts (contact: Person, inside or outside of your organization, about whom you can save several types of information, such as street and e-mail addresses, telephone and fax numbers, and Web page URLs.) folder, click Select Members.

Step 3

To add an address that is not in a contacts folder or an address book, click Add New.

Step 4

To delete a name, click the name, and then click Remove.


Part 4: Send a Message to Part of a Distribution List


Step 1

On the File menu, point to New, and then click Mail Message.

Step 2

Click To, and then in the Type Name or Select from List box, enter the distribution list that contains the people you want to send a message to.

Step 3

Click OK.

Step 4

Click the plus sign (+) next to the name of the distribution list to show the individuals on the list, and then delete the names that you do not want the message sent to.

Note:  After you expand a distribution list, the distribution list name is replaced with all the individual names on the list. You cannot collapse the names back to the distribution list name.


Part 5: Send a Distribution List


Step 1

Open a new message.

Step 2

Click the message body.

Step 3

If Microsoft Word is your e-mail editor drag the distribution list from Contacts into the message.

Step 4

If Microsoft Outlook is your e-mail editor: a) On the Insert menu, click Item b) In the Look in list, click the folder that contains the distribution list that you want to send. Distribution lists are saved in the Contacts folder by default. c) In the Items list, click the distribution list that you want to send, and then click OK.

Step 5

Send the message.


Part 6: Show Names in a Distribution List


If you want to check the members of a distribution list before sending a message, you can do the following:

Step 1

In a new message, click To.

Step 2

In the Show names from the list, click the address book that contains the distribution list you want information about.

Step 3

In the Type name or select from list box, type the name of the distribution list. In the list below, click the name.

Step 4

Click Advanced, and then click Properties.


Part 7: Update Names in a Distribution List

Step 1

In your Contacts folder, open the distribution list.

Step 2

Click Update Now.

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