Many of you have been enquiring about creating email distribution groups, enabling you to communicate with groups of people on a regular basis without having to remember all of their addresses. The following outlines the basics for how to set this up. More details can be found by viewing the Help menus in your respective email programs.

Read on for details of how to do this in Entourage 2004 and Outlook 2003.

Entourage (Mac)
To efficiently send messages to a group of people, such as business associates or relatives, you can create a group address in your Address Book. You can include any members you want in a group, whether or not they are in your Address Book. You can also include a group as a member of another group.

1. Click the Address Book icon
2. Do one of the following:
• To create a new group, click Add Group
• To change an existing group, double-click it in the Address Book
3. Do one of the following:
4. To change the name of the group, type a name in the Group name box
5. To add a person or another group from your Address Book with whom you’ve recently exchange email, click the Add icon. Type the first few letters of the person or group’s name, and then click the appropriate entry on the pop-up menu.
6. To add a person who is not in your Address Book or with whom you haven’t recently exchanged email, click the Add icon. Type the person’s email address.
7. To prevent message recipients from seeing the addresses of other group members, select the ‘Don’t show addresses when sending to group’ check box.
8. To remove a member, click the member you want to remove, and then click ‘Remove’
9. To delete a group, click the group you want to delete and then click the Delete Group icon (Trash Can)

Outlook (Windows)

1. On the File menu, point to New, and then click Distribution List
2. In the Name box, type a name.
3. Click Select Members.
4. In the ‘Show names from the’ list click the address book that contains the email addresses you want in your distribution list.
5. 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’.

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

Posted by JCh.
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