Outlook 2010 Contact Group Ribbon

A distribution list is one contact that contains email addresses for multiple people. In Outlook 2010, distribution lists have been re-named contact groups, but they’ve been called distribution lists for so long, I don’t expect that to change.

Whatever you call them, they are great for tons of different reasons.  Do you work on a team and want to email everyone without entering each individual email address in the To line?  Or do you have a group of fifty people you want to be able to email quickly and often?  If so, distribution lists, or contact groups, are for you.

Create a Contact Group in Outlook 2010

1. In Outlook 2010, click Contacts folder and click the New Contact Group button on Home tab of the ribbon.
2. A new Contact Group window will open.
3. Type the name of your contact group in the Name box.
4. Click Add Members, and from the drop down menu, select From Address Book or From Outlook Contacts.
5. Double click on the name of every contact you want to add to your list and click OK.
6. To add a someone not in your address book or contact list, click Add Members, and select New Email Contact from the drop down menu. Fill in the Display Name and Email address fields and click OK.
7. When you’re finished adding email addresses to your Distribution List/Contact Group, click Save and Close.

Create a Distribution List in Outlook 2007

1. In Outlook 2007, go to the File menu, select New, and select Distribution List.
2. A new Distribution List window will open.
3. Type the name of your distributon list in the Name box.
4. Click Add Members.
5. You will be shown your Contacts or your Global Address List. To switch between lists, use the Address Book drop down menu in the tip right corner.
6. Double click on the name of every contact you want to add to your list and click OK.
7. To add a someone not in your address book or contact list, click Add New on the ribbon. Fill in the Display Name and Email address fields and click OK.
8. When you’re finished adding email addresses to your Distribution List/Contact Group, click Save and Close.

 Create a Distribution List/Contact Group From a List in Excel

1. Follow steps 1 - 5 above.
2. Click in the Members box at the bottom of the Address Book or Contacts window.
3. Go to your Excel spreadsheet and select the email addresses you want to add to the group. Select only the email addresses.
4. Copy (Ctrl+C or right-click and select Copy).
5. Go back to the open Address Book or Contacts window in Outlook.
6. Paste (Ctrl+V or right-click and select Paste).
7. Click OK.
8. When you’ve finished adding contacts, click Save and Close.