Another type of contact is a distribution list. A distribution list is a group of contacts that you can use the same as you would a single contact. For example, you could easily send a message to a single group instead of selecting each contact individually. This can save a lot of time if you regularly send e-mail to a certain group of people.

 

Here’s how you can make a distribution list. First, make sure you’re in your contacts folder. Then, perform one of these actions:

-       Right-click in a blank spot in the main contacts window and click on New Distribution List

-       Click on the Actions menu and click New Distribution List

-       Click the ▼ next to New on the standard toolbar and click Distribution List

-       Use the shortcut keys Ctrl + Shift + L

 

This window will appear:

 

 

As usual, you’ll see the main menu at the top and the standard toolbar just below it. (If you need a review of any of the buttons on the toolbar, you may want to go back to the toolbars section in Lesson 1.4).

First you have to enter a name for your distribution list. Then, to select which contacts to include in this distribution list, click Select Members. In the window that pops up (see the figure on the right), click your contacts (hold down the Ctrl key to select more than one contact), and then click Members. Once everyone is selected, click the OK button.

 

Back in the main distribution list screen, you can click Add New to add a distribution list member that isn’t in your contacts. (There’s a checkbox in that screen to add the person to your contacts.) You’ll see the familiar categories and private options at the very bottom of the screen. There’s also a Notes tab so you can enter any details you might need to remember. Once you’ve got everything filled out, click the Save and Close button to return to the main contacts screen.

 

In the main contacts window, you’ll see the distribution list appear like a contact, except with a different icon. You can see it highlighted in this figure:

 

 

That’s all there is to creating a distribution list! You can now use it like a regular contact to make lots of tasks faster, like sending e-mail.