When it comes to doing business, emails have completely changed the way we communicate on a daily basis. Today, we send multiple emails to employees, team members, customers, and partners every day. But no one has the time or the energy to send the same email to multiple people individually. This is especially true if you’re a small business owner with enough to manage anyway.
Fortunately, there is an easy way to complete this challenge. Mailing lists in Outlook allow you to send the same mail to different people without having to add each recipient individually.
Moreover, it takes very little time and effort to create a contact group in Outlook. Plot? Keep reading to learn how to easily create mailing lists in Outlook web app and desktop.
How to add Outlook contacts to your mailing list
Before we get started, let’s get some basics straightened out. To begin, let’s understand what constitutes an email list. Mailing lists consist of email recipients addressed as a single recipient. Let’s take an example. Suppose you have 10 employees in your marketing division. To send any communication they need to receive as a group, you have two options. Either manually add each employee each time you send an email. Or you can create a contact group and use it as the recipient to send a communication. The second option will save you time and effort. This will also help ensure that your communication always reaches the intended recipients.
Here is how you can add members to your mailing list in Outlook.
Step 1: Open your Home tab.
Step 2: Select the Address Book option. It’s in the top ribbon.
Step 3: In the Address Book option, click on “All Distribution Lists”.
Step 4: Find your distribution list in the search box. Once you find it, click on it.
Step 5: Select the Edit Members option. Select the Add option to add Outlook contacts to the distribution list and click OK. With this step, you will be able to add members to the contact group.
How to create a new contact group
Before you start sending emails to multiple recipients, you need to create your contact group. Outlook lets you create multiple contact groups to help you save time.
By creating several contact groups, you can better organize your communication. Here’s how. If you are a business owner, you most likely send group emails to different people for different communication purposes. One group might consist of your sales team while another might include your marketing partners. Instead of adding these contacts manually, you can create two specific groups. This will streamline your communication and make it easier for you to manage emails.
To create a new contact group tag, you need to follow a few steps.
- Step 1: On the home page, select the People option at the bottom.
- 2nd step: In the ribbon bar, select “New contact group”.
- Step 3: Give your new contact group tab an appropriate name.
- Step 4: Click on “Add members” and select “from Outlook contacts” from the drop-down menu.
- Step 5: Double-click each name you want to add to the New Contact group. When you’re done, click OK.
How to use your email distribution list in Outlook
Once you have created your own distribution list and added members to it, you can start using it to send communications. The benefit is the time you can save for sending the same message to multiple recipients at the same time. Let’s take a look at the steps to start using Global Address List in Outlook.
- Step 1: Go to the home page and select “New Email”.
- 2nd step: Select “To”. (Note: You also have the option of using Bcc, which allows you to send an email to a group of contacts without displaying the recipient’s name. The Bcc option is found under Cc.)
- Step 3: In the search box, type your distribution list and select.
- Step 4: Compose your message and press send.
Once you’ve selected the send button, your email will reach everyone in your contact lists.
Note: In Outlook, you can not only add a new mail contact to your distribution list, but also remove old members with just a few clicks. To do this, you must first open your distribution list. Go to the “People” tab and find the contact list you want to edit.
Once you find your contact group, double-click it to open it. When you do this, you will see the names of all members of that distribution list. Select the names you want to remove from the contact group and click on the “Remove member” option. The next step is to press save and close.
As you can probably see, creating distribution lists and contact groups is quick and easy, especially when you need to send the same message to multiple people. And this option is available with other email clients, here is how to create a distribution list in Gmail.