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In Outlook 2007 Power Shortcuts, author David Diskin shares an assortment of time-saving tips and tricks to maximize efficiency and productivity in Outlook 2007. The course covers tips for organizing and sending email, working with tasks, scheduling appointments, and maintaining contact lists. Also included are tutorials on email etiquette, Outlook customization, and much more. A quick reference guide to shortcut keys accompanies the course.
With standard addressing covered, let's talk about groups. I'm going to give you three ways to send an email to a group of people. The first is to just use a semicolon. We can send an email to multiple people by separating their names with a semicolon. Notice that when you use auto complete, Outlook automatically inserts the semicolon for you. That was easy but what about when you have large lists of email addresses? For example, I want to send an email to the recipients shown in column B of this Excel spreadsheet. Using my mouse, I can select the email addresses, right-click and choose Copy or Ctrl+C, return back to my email, and in the To field or even Bcc I can right-click and Paste or hit Ctrl+V. All of the email addresses that I copied are pasted right into the field.
As long as the names are separated, by either a semicolon, comma, or a new line, Outlook will include the recipient in the email. But what if you'd like to create a list and use it over and over? That's called a distribution list and we can create one, adding members to the list and then reuse that list as often as we want. We can even forward the list to other people. While viewing our contacts in Outlook, we're going to pulldown the New menu and choose Distribution List. In this window, we get to list a name, and then use either the Select Members or Add New buttons to put people into the list.
Select Members shows me my address book. I'll add Alex, Alice, and Alvin by clicking their names and hitting Members. To add somebody who's not in the address book, I'll click Add New. I'll enter their name, followed by their email address, and then OK. After creating the list, I can hit Save & Close. The list now appears in my contacts among all the other people I've saved.
I can double-click on it, make changes to it, and save it again later. When it comes time to use the distribution list, I create an email and type the name of the distribution list as if it were any other contact. Outlook will identify the name from the list of contacts I have, in this case my distribution list. When I hit Send the message is sent to each person in the distribution list. To prevent your recipients from seeing each other's email addresses, consider using Bcc discussed in the next video.
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