How to Email a Group

A group of people to whom an email is sent is commonly known as distribution list. Using a distribution list can be useful when sending the same email to the same group of people. It can save you time because you can send the email to the group instead of manually adding email addresses individually.

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Sending emails to groups can be done by creating a distribution list.

Use Microsoft Outlook to create a distribution list

Step

Create a distribution list in Outlook by selecting the drop-down arrow beside the “New” button on the menu bar. Select “Distribution List.” In the “Name” section, type a name for your distribution list.

Step

Select “Select Members” to add email addresses from your contacts and address books. Select “Add New” to manually add email not stored in your contacts and address books.

Step

Click “Save and Close” once you have added all of the email addresses you want included in the list.

Step

Compose a new email by clicking on the “Inbox” in the folder list and selecting the “New” button on the menu bar. In the “To” field, type the name of your distribution list. If Outlook recognizes the name, it will be underlined. This is your indicator that the email will be sent to the group. If Outlook doesn’t recognize the name, click the “Check Names” button. Outlook will underline the name.

Use Novell GroupWise to create a distribution list.

Step

Create a distribution list or group in GroupWise by composing an email and adding all of the email addresses you want included in your distribution list.

Step

Click on the “Address Book” icon when you have added all email addresses, and click “Save Group.”

Step

Use the group by selecting the “Address Book” from the Main Window. From the “Look In” drop-down list, select the correct Address Book. Locate your distribution list by using the “Look for” search box. Once you locate it, select “To” and then “OK.”

Use Gmail to create a distribution group.

Step

Open Gmail and select "Contacts." In the middle of your window, select "New Group." At the prompt "What would you like to name this group?", type in the name of your distribution group. Click "OK" to save.

Step

Add email addresses to the group, selecting “All Contacts” or “My Contacts.” Check the people you want included in this list. Select the “Group” button and “Add To.” Locate your distribution list. Click your distribution list.

Step

Start a new email by clicking on “Compose Email.” In the “To” box, type in the name of your distribution list. You will see the word group in parentheses indicating that this is a distribution list.