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Outlook has the ability for you to create Groups, that is a named list that contains many email addresses. When you address a new email, you can also send out the email to the Group name. So everyone who is on that list gets the message. To create a group, I'm going to make sure I'm in my People tab in Outlook. Then click New Contact Group. The first thing I need to do is give it a name, once I'm all done with that I can add members to my Group. I'm going to click Add Members. Now I have three options.
I can choose somebody who's in my local Outlook contacts, double-click to add them and click OK; I can then choose people from my actual exchange company address book, I can double-click to add them and as many people as I want actually. I can click OK; and finally I can put in an email address in directly. This person doesn't have to be in my contacts at all; in fact I have the option here, if I want to actually add them to my contacts if they aren't already.
I'm going to uncheck this, if I just want to do a one-off email address in this Group. I can click Ok and then when I'm all done adding people I can click Save & Close. My new Group name appears in this People hub. So to send email to this group, I'm going to go back to my Mail tab, click New Email and I can either type the group name directly in, it will auto fill and I can select it, or I'm going to delete that out.
I can click To, come over here to my contacts and select it. I can see that it's a group because it's bold face and the icon changes. So I can choose my group and address it in the To field. However, if I don't want everybody in the group to know that they are actually part of the group such as, if this is a committee and I don't want anybody to know who the members are, I can put them in the Bcc field. This is Blind Carbon Copy and it means they won't be able to see who else I'm sending it to other than themselves.
I can click OK when I'm all done. And the last thing, I want to show you is that I can actually expand this Group if I want to see who's in it. If I forgotten, I can click this plus (+) sign and expand it. This is just warning me that if I expand the list Outlook will replace the actual list name with all the members of it and I can't put it back to the name. I'm going to click OK, and now I can see a list of all the people who are in that Group, when I'm ready to send I can simply send the email.
And that is how you work with Groups in Outlook.
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