Creating Your Own Email Groups

Using Outlook on an Exchange server is different in several ways from using Outlook on a standalone computer.  On your own at home computer Outlook is devoted entirely to your own exclusive and private use.  But on a network using Exchange server, both your calendar and your inbox are stored on the network server.   This allows other users on the network to look at your calendar for available open times in which to invite you to meetings.  It also allows everyone on the network to quickly and easily access each other’s email addresses and use predefined groups of addresses called distributions lists. 

We will investigate the two major differences encountered on when using Outlook on an Exchange server – creating your own mailing groups and accessing your email from outside the campus.

Creating your own email address groups: 

1. Click the Address book tool on the toolbar

(you may also use Tools on the menu bar and then Address book on the drop down menu) 

2. When the address book window opens, click the Add Personal Address List button on the toolbar.

3. The Distribution list window will appear showing a previously defined list.

4. While this previously defined list’s name is selected (in reverse video – white letters on a blue background), simply type the name of the new list you wish to create.  The new name that you type will replace the previous list’s name.

5. You are now ready to select members -  Click the Select Members button.   

6. Selecting the members for your personal distribution list:

1. Choosing members from the district’s previously defined lists:

1. Using the Show Names from the: drop down menu list click on the word Recipients under the group you wish to use.
2. Scroll down the list in the list of names menu.  Individual names will appear below the predefined lists. 
3. Select the individuals name or group name you wish to add to your own list and then click the Add button. 

2. Choosing members from your own personal contacts list:

1. Using the Show Names from the: drop down menu list click on the word Contacts (your own Contacts list) under Outlook Address Book.
2. Scroll down the list in the list of names menu
3. Select the individuals name or group name you wish to add to your list and then click the Add button. 

3. To remove an entry from the selected list, simply select (click on) it and then tap the Delete key.  This action will not remove the entry from the pre-established list, only from the list you are building.

4. Once you have made all of your selections, just click the OK button to exit the select members window and again to exit the Distribution List window

7. You will find the your group (distribution list) now appears in your Contacts and may be accessed and used just like any other entry.

9. To edit this group, return to the address book, select the group name and click the Properties button.