In this video, staff author Jess Stratton shows users how to create contact groups, so you can send an email to multiple people at the same time, very quickly.
- [Instructor] You can create a contact group, that is, a named list that contains many email addresses, so you can only address it once and it goes out to everybody. In Contacts, click New Contact Group from the Home ribbon. This is different than New Group on the left-hand side, which is an Office365 group. That is, a shared space for files, a group calendar, and it's a little more robust than a standard contact group. That's what we're doing right here so I'll click New Contact Group and the first thing I need to do is give my group a name.
I'll call this one Tech Fest. This way, I can easily keep in touch with everyone on my team. Now, I need to add members to the group. I'll click the down arrow next to Add Members and I can choose to add members from my Outlook contacts. That's all the people that we added in the last video. I can also choose my company address book or I can create a new email contact. I don't already have to have somebody in my contacts in order to add them to a group. I'll choose from Outlook Contacts.
Here I can see everybody who's in my contacts. I can highlight their name, click Members on the bottom left-hand side to add them to my list. I'll click OK, and Save and Close. My contact list has been created. I'll create one more. I'll click New Contact Group. This time, I'll call it Executives. I'll click Add Members, and this time, I'm going to choose From Address Book.
This is going to bring up my company's offline global address book and if I had any additional address books, I can click the down arrow and choose them here. I'll choose an executive team and if they're close to each other, I can hold the Shift key down, select them, and then click Members to add them all at once. I'll click OK and Save and Close. There's a few ways you can send an email to a group. You can select the group in the People hub and click the envelope icon to send an email message, but most of the time, you're going to be doing it right from your inbox.
I'll click the Mail icon on the bottom left-hand side, and create a new email by clicking New Email on the left. In the To field, I can type the name of my list. I'll start typing it, I'll click on the name, and there it is. Now, I can just fill in the subject line and the body of my email is normal. If I click on that plus sign, I'm going to get a popup list telling me that if I expand the list, Outlook will replace it with its members.
You won't be able to collapse it again but that's okay, it's perfectly fine. I'll click the OK button and all that happens is it just puts everybody's name in there instead of one word being the list name. It will still send as normal. And now, I can send it just like any other email.
- Connecting your email account to Outlook
- Reading mail
- Searching for mail
- Organizing mail with flags, folders, and rules
- Creating and sending new email
- Creating new contacts
- Adding delegates
- Creating meetings and appointments in the Outlook calendar
- Creating tasks
- Backing up Outlook data
Skill Level Beginner
Q: This course was updated on 11/09/2018. What changed?
A: A new video was added that covers the simplified ribbon in Office 365.