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Distribution lists - Outlook 2010

If you want to email a group of people there are 3 options available to you:

Warning: There is a limit on the number of people you can email during a 24 hour period. When you have reached the limit then you will not be able to send any emails for another 24 hours. IT Services can do nothing about changing this, so be aware of the number of emails you are sending.

Option 1:

Locally stored and managed Contact group (personal distribution list)

Limits: Each recipient in your list will be individually counted as an email sent out of the account each time you use the list.
Available: The list will only be visible and usable by yourself.

  • Go to Contacts.New Contact Group icon

  • Click on New Contact Group on the toolbar (see screenshot).

  • Give the group a name.

  • Add entries - Click on Add Members on the toolbar to give options of picking from your contacts or the address book.

  • Click Save & Close on the toolbar.

Warning: If you choose to set up a contact group/distribution list via the web version, please see those instructions as it is easy to make a mistake setting it up that can leave you with a list visible to everyone (it shows in the address book) that you also cannot edit or delete.

Option 2:

ITS created distribution list that you populate and manage

Limits: The whole list is counted as 1 unique recipient.
Available: The list can have settings applied in terms of visibility, edit rights and who can use it.
Requirement: We require the name of a permanent member of staff to take responsibility for the list - they will be assigned primary owner. Additional owners can be assigned and any of the stated owners will have authoritative control (in terms of requesting changes) regarding the distribution list.

  • Contact IT Services and ask that they set up a distribution list for you. They can discuss with you your requirements to ensure it has the right permissions and visibility. Once created you will be able to populate the list with entries and maintain it - add/remove/change entries.

Option 3:

Large mailings

If you are trying to mail over 500 people then we would advise you look at: