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Distribution Lists

Access a Monmouth College Distribution List
Create a Personal Distribution List
Create a Distribution List Using E-Mail Addresses from Excel
Save a Distribution List as a Text File and Import It into Excel
Share a Distribution List
Use a Distribution List for a Mail Merge

Access a Monmouth College Distribution List

Distribution lists for faculty and staff and for each department, class, and major are available in Outlook's Global Address List.

To access a Monmouth College distribution list:

1. On a new message window, click on the To button.
2. In the Search field, enter faculty, staff, department, class, or major.
   
   
3. Double-click on the desired list.
4. Click on the OK button.

Note: To see the names on the list, click the plus sign in front of the list in the To field.

Create a Personal Distribution List

1. On the Home tab, click on the New Items down arrow and select More Items - Contact Group.
   
   
2. In the Name field, enter a name for the distribution list.
3. On the Contact Group tab, click on the Add Members down arrow and select From Address Book (on-campus recipients) or New E-mail Contact (off-campus recipients).
   
   
4. Add the desired members. 
5. Click on Save & Close. The distribution list is saved in your Contacts folder. To access the distribution list from a new message window, click on the To button, click on the Address Book down arrow, and select Contacts.
   
   

Create a Distribution List Using E-Mail Addresses from Excel

1. Copy all of the e-mail addresses in the Excel file.
   
   
2. In Outlook, on the Home tab, click New Items – More Items – Contact Group.
   
   
3. Click Add Members – From Address Book.
   
   
4. Right-click in the Members field and select Paste.
   
   
5. Click the OK button.
6.  In the Name field, enter a name for the distribution list.
   
   
7. Click Save & Close.
   
   

Save a Distribution List as a Text File and Import It into Excel

1. Open the distribution list.
   
   
2. On the File tab, select Save As.
3. Click the Save as type down arrow and select Text Only.
   
   
4. Click the Save button.
5. Close the distribution list window.
6. Open Excel.
7.  On the File tab, click Open.
8. Click the down arrow across from the File name field and select All Files.
   
   
9. Select the text file.
   
   
10. Click the Open button.
11. On the Text Import Wizard window, make sure Delimited is selected.
    
    
12. Click the Finish button.
13. Delete the first 4 rows in the Excel file.
    
    
    
14. Insert a blank row at the top and enter column titles.
    
    
15. Click the Save toolbar button.
    
    
16.  Click the No button.
    
    
17. Click the Save button.
    
    

Share a Distribution List

1. Open the Contacts folder.
2. Right-click on the distribution list and select Forward Contact - As an Outlook Contact.
   
   
3. Address and send the e-mail message to the desired recipient(s).
   
   Note: After the recipient receives the e-mail message, he/she can drag the distribution list attachment to his/her Contacts folder and begin using it.
   
   

Import Distribution List Names into Excel

1. Open the distribution list.
2. On the File tab, select Save As.
3. Click the Save as type down arrow and select Text Only.
   
   
4. Click the Save button.
5. Close the distribution list window.
6. Open Excel.
7. On the File tab, click Open.
8. Click the down arrow across from the File name field and select All Files.
   
   
9. Select the text file.
10. Click the Open button.
11. On the Text Import Wizard window, make sure Delimited is selected.
    
    
12. Click the Finish button.
13. Delete the first 4 rows in the Excel file.
    
    
    
14. Insert a blank row above the first entry and enter column titles.
    
    
15. Click the Save toolbar button.
16. Click the No button.
    
    
17. Click the Save button.