Add Numerous Names to Distribution List

 

Q:        I’ve got a long list of names that I want to use in an Outlook Distribution List. Is there a faster way to enter them other than by hand? Please?!

 

A:         Put your carpal tunnel wrist brace away. Yes, “Virginia”, there is a quick solution.

 

            FYI: An Outlook distribution list is a collection of e-mail addresses. You can send an e-mail to all of the people in a distribution list by entering the name of distribution list in the To field instead of individually entering all of the personal addresses. It’s a real time-saver.

 

            You can create a distribution list from an existing catalog of names as long as the data meets the following criteria:

 

·        The list must consist of valid e-mail addresses and/or Cuesta employee names.

·        If in Word, each entry must be separated by a semi-colon (;) or a paragraph mark.

·        If in Excel, each entry must be in a separate cell in the same column.

 

Once you have the data in the proper format, perform the following:

 

  1. Select and copy the list of names/e-mail addresses.
  2. From Outlook’s menu bar, select File > New > Distribution List.
  3. At the Distribution List dialog box, type the name of the distribution list in the “Name” field.
  4. Click the “Select Members…” button.
  5. At the Select Members dialog box, paste in the “Add to distribution list” field. (see figure)
  6. Click “OK”.
  7. At the Distribution List dialog box, click the “Save and Close” button.