How to Create a Distribution List to Import Into Outlook 2007
An email distribution list is comprised of a group of contact names and email addresses, typically within a specific category. You might make a distribution list with all of the email addresses of your coworkers in a certain department or the parents of your child's soccer teammates. You can quickly create a spreadsheet in Microsoft Excel with the necessary contact information and then import it into Outlook 2007 as long as you use the proper headings and save the worksheet in the correct format.
Things You'll Need
- Microsoft Excel
Open a blank Excel worksheet. Enter "First Name" into cell A1. Enter "Last Name" into cell B1. Enter "Email Address" into cell C1.
Enter the first name of the first person you want to add to the distribution list into cell A2. Enter that person's last name and email address into B2 and C2. Enter the names and email addresses of all of the contacts you want to add to the distribution list into the cells in the appropriate columns.
Click the "File" tab in Excel 2010. Click "Save As." Enter a name for the file, such as "Distribution List," into the File Name field. Change the "Save as Type" to "CSV (Comma Delimited)." Click "Save."
Import the List
Open Microsoft Outlook and select "Contacts" in the navigation pane on the left. Right-click your contact list and select "New Folder." Enter a name that relates to your distribution list and click "OK." Double-click the new folder to open it.
Click the "File" tab, select "Open" and choose "Import."
Select "Import from Another Program or File" and choose "Next." Select "Comma Separated Values (Windows)" and click "Next." Click the "Browse" button. Find and select the Excel file you created and click "Open."
Choose whether you want duplicates allowed and click "Next." Select the folder you created in your contact list and click "Next." Click "Finish" to import your distribution list.
Create the Distribution List
Select the folder containing the list you imported.
Click on "New" and select "Distribution List" or "Contact Group."
Type a name for the distribution list into the Name field.
Click "Select Members" or "Add Members." Select the new folder in the Show Names From list.
Click on the contact at the top of the list. Press and hold the "Shift" key and select the contact at the bottom of the list to select all of the contacts. Click "Members," click "OK" and click "Save and Close" to save your new distribution list.