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In Outlook 2010 Power Shortcuts, author David Diskin shares an assortment of time-saving tips and tricks to maximize efficiency and productivity in Outlook 2010. 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 am going to give you three ways to send an e-mail to a group of people. The first is to use a semicolon. To address a message to more than one person, just separate their names or e-mail addresses with a comma or semicolon. All right, that was an easy one, but what about when I have a much, much larger list of contacts to send to? If you already have those names in a document or spreadsheet, you'll be delighted to know that you can copy and paste the e-mail addresses into a recipient field.
As long as the names are separated by either a semicolon, comma, or a new line, I can select them all, copy, and return to my message, and paste. Remember that Ctrl+C is the shortcut for copy and Ctrl+V is the shortcut for paste. A third method is to create a new contact group from within Outlook and send your message to that list. The contact group used to be called a distribution list in prior versions of Outlook. Creating a contact group works best when you think you'll need to use the list often, and if the members don't change too frequently.
To create one, we view our contacts and click New Contact Group in the upper-left corner. In the window that appears, we start by giving the group a name. To add members to the list, I pull down the Add Members menu. I can add them from either my Outlook contacts or create a new one from scratch. Remember that you can Control+Click to select more than one name at once. Use the New E-mail Contact to create a new e-mail if they don't already exist in your contacts.
Leave this box checked if you would like to add the new contact to your address book as well as the list you are creating, or clear it if you don't want to. Once we've created the list, we will save it. You will see that the list now appears among your contacts. Now to send to this list, I'll return back to an e-mail that I am composing, and in the To field, I can either select them from the To button, and with my cursor in the To field I can even find them in my address book or type the name of the list.
If I want to pick and choose from the list who is going to get this message, I can expand it by clicking the plus and then optionally removing those who shouldn't get the message. And remember, to prevent new recipients from seeing each other's e-mail addresses, you should consider using the Bcc field discussed in the next video.
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