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 energy to send the same email to multiple people individually. This is especially true if you are a small business owner and have enough things to manage anyway.
Fortunately, there is a simple way to meet this challenge. Outlook mailing lists allow you to send the same mail to different people without having to add each recipient individually.
Moreover, creating a contact group in Outlook takes very little time and effort. fascinated by? Keep reading to learn how you can easily create mailing lists in the Outlook web app and desktop.
How to add Outlook contacts to your mailing list
Before we get started, let’s fix some basics. First of all, let’s understand what constitutes a mailing list. Mailing lists consist of e-mail recipients who exist as a single recipient. Let’s take an example. Suppose you have 10 employees in your marketing department. To send any communication they should receive as a group, you have two options. You can either add each employee manually each time you send an email. Or you can create a contact group and use it as a recipient to send a contact. The second option will save you time and effort. It will also help ensure that your communication always reaches its intended recipients.
Here’s how to add members to your Outlook mailing list.
Step 1: Open the Home tab.
Step 2: Select the address book option. It’s in the top bar.
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 must create your own group of contacts. Outlook allows you to create multiple contact groups to help you save time.
By creating multiple contact groups, you will be able to better organize your communications. Here’s how. If you are a business owner, you are most likely sending bulk emails to different people for different communication purposes. One group may consist of your sales team while another group may include your marketing partners. Instead of adding these contacts manually, you can create two specific groups. This will simplify your communications and make managing your emails easier.
To create a new contact group tag, you have to follow some steps.
- Step 1: On the main page, select the People option at the bottom.
- Step 2: In the ribbon bar, select “New Contact Group”.
- Step 3: Give the new Contacts group tab an appropriate name.
- The fourth step: Click on Add Members and select From Outlook Contacts from the dropdown list.
- Fifth step: Double-click each name you want to add to the new contact group. Once done, click OK.
How to use an Outlook email distribution list
Once you have created your distribution list and added members to it, you can start using it to send communications. The benefit is the amount of time you can save to send the same message to multiple recipients at the same time. Let’s take a look at the steps you need to take to start using the global address list in Outlook.
- Step 1: Go to the main page and select “New Email”.
- Step 2: Select To. (Note: You also have the option to use Bcc, which lets you send an email to a group of contacts without showing the recipient’s name. There is a Bcc option under CC.)
- Step 3: In the search box, type your distribution list and select.
- The fourth step: Type your message and press send.
Once you select the send button, your email will reach everyone in your contact lists.
Note: In Outlook, you can not only add a new email contact to your distribution list, but you can also remove previous members with just a few clicks. To do this, you need to open your distribution list first. Go to the People tab and find the list of contacts you want to edit.
Once you find your contact group, double click to open it. When you do this, you will see the names of all members under this distribution list. Select the contacts you wish 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 tell, creating distribution lists and group contacts is quick and simple, especially when you need to send the same message to many people. This option is available with other email clients, here’s how to create a distribution list in Gmail.