"Creating a Student Distribution List"
Creating a Student Distribution List Step 1 - Creating a Distribution List in Outlook 2003 Outlook 2003 enables you to create email distribution lists, or "groups of contacts". This is especially practical if you since we are now using Gmail for Students: sending an email to a distribution list will reach all the students of that list, requiring only the selection of the list as recipient. For all practical purposes, Outlook 2003 treats an email distribution list much like a regular email address; this pseudo email address only happens to be virtual, and internally link to a number of real email addresses; these email addresses can either belong to the distribution list, or be picked among pre-existing Outlook contacts. Email distribution lists and outlook’s address book There are several ways to create a distribution list in Outlook 2003. In this tutorial, we will create a distribution list from Outlook's Address Book. To open Outlook's address book, go to Tools > Address Book in Outlook's main window. Shortcut - Ctrl+Shift+B - Open Outlook's Address Book Creating an email distribution list To create a distribution list from Outlook's Address Book, open it and go to File > New Entry. The New Entry dialog will open: choose New Distribution List and click OK. Note that by default, contacts and distribution lists will be created in Contacts, which corresponds to Outlook's Contact folder. To change the location where Outlook 2003 will save your Distribution List, choose an address book under Put this entry, provided you have the credentials to add items to the given address book. The "Untitled - Distribution List" dialog will open. By default, the Members tab is selected: this is where you assign members to your distribution list. Members of the distribution list can be pre-existing contacts, or contacts you create on the fly from the Distribution List dialog. The Distribution List dialog also features a Notes tab, which allows you to write comments about the Distribution List, which is helpful when you share your contacts. Annotating Distribution Lists While annotating distribution lists for your own usage may not be that useful, it comes in handy when distribution lists are shared. To add comments to a distribution list, click on the Notes tab; the note editor allows for full rich text editing, inserting pictures, etc. Many of the formatting commands are similar to those available in Microsoft Word. Naming your Outlook Distribution List If you click Save and Close at this point, Outlook 2003 will warn you that you can save a no-name distribution list, but you will not be able to use it. Make sure you pick a meaningful name for your distribution list, type it in the Name field, and click Save and Close. The distribution list has now been added to your contacts: notice that distribution lists are always in bold type, and accompanied by a “ ”icon. Step 2 - Adding Contacts to an Outlook 2003 Distribution List Outlook lets you to either pick pre-existing contacts, or create contacts exclusively for the distribution list; however in the following, we will learn how to add new contacts that don’t already exist. Pictured left, Outlook 2003's Distribution List dialog: this is the dialog we will use throughout this tutorial to add brand new or pre-existing contacts to the email distribution list. If you have created your distribution list, it should by now have a title (from the text typed in Name), and possibly some annotations. Note the Select Members and Add New buttons. Adding a new Contact as a Member of a Distribution List To add a new contact to a distribution list, click the Add New button. Contacts (or Members) you create from the Distribution List dialog are not automatically added to your Outlook Contacts folder. To have the new Member added to your Contacts folder, check the Add to Contacts checkbox. Fill in the Display name and E-mail address fields. For students at Sunshine Coast TAFE with the new Gmail service – the email address format is firstname.lastname@example.org – eg. On the class roll, Jane Doe has a student number of 012345585, so her email address would be: email@example.com Leave the E-mail type to the default SMTP value. Under Internet format, you can specify whether messages to this Member should be sent in Plain Text or Outlook Rich Text Format. The default is to let Outlook decide which format to use. In rare cases, messages must be sent in text only (no formatting). Step 3 – Sending Emails to Distribution Lists in Outlook 2003 This step in the tutorial will show you how to send emails to email distribution lists (or "mailing lists"). Although very efficient, the ability to reach multiple email recipients with a single click should make you think twice before clicking Outlook's Send button. We will give you a few tips to make the most of distribution lists, while avoiding common pitfalls. Sending emails to distribution lists in Outlook 2003 works quite the same way as emailing a single contact: but, instead of selecting all the contact names as recipients, you will only need click on the distribution list name (plus any desired recipients that are not in the distribution list). Distribution list names in the email recipients fields will also appear in bold typeface. Notice the (+) plus sign: clicking it will expand the distribution list in the listing of its recipients. From the special object that is a distribution list, it will become a standard listing of email addresses. Outlook 2003 will warn you before expanding the distribution list, that you will not be able to collapse the member list back to a distribution list.