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Email Lists (Outlook or Entourage)

Push mail and make distribution lists

A personal mailing list may be the best option for you to communicate information.  Please select Outlook or Entourage to learn how to create and share a new mailing list (Distribution List or Group) or the UTORlist ListServ option may suit your needs.

Outlook 2007 (Windows/PC users)
visual how-to instructions:

Entourage 2008 (Apple/Mac users)
visual how-to instructions:

Listserv - UTORlist
how-to instructions:

 

Outlook 2007 (Windows/PC users) visual how-to instructions:

If you are looking for more tips and tricks when using Outlook, the Education Commons have complied a list of additional Outlook 2007 Support Resources including Outlook Tips and training videos.

 

To create a new Distribution List (Mail List) in Outlook:

A "Mail List" in FirstClass is the same as a "Distribution List" in Outlook.  You can create a new Distribution List in Outlook from the File menu (New -> Distribution List), or by clicking on the Outlook Button and look under the Create new Outlook Item for Distribution List:

 

Once you open the new Distribution List window, you can now Select or Add Members to the list. 

 

"Name:" - this is a name that you create for the list.

"Select Members" - This is for selecting Members from the Global Address List, or someone that already exists in your Contact list.

"Add New" - This is for adding someone who is neither in the Global Address List, nor in your own contact list.  You will need to enter a full name and email address.

By default, Outlook will save the list to your local "Contacts" folder. 

 

 

To Create a Distribution List from an Existing Email that Contains Addresses:

You will need to copy the people from an existing email in Outlook to a new Distribution List in Outlook.

Open the message and copy all the contacts that the message was sent to. (Open the message, highlight all the names that the message was sent "To:", right click and select "copy")

Create a new Distribution List (or add to an existing list).

Click "Select Members".  At the bottom of the "Select Members" box, right-click in the "Members ->" space and select Paste.  Click OK, and all of the contacts you selected should be listed.

 

 

To Share a Distribution List with another user:

In Outlook you can only share folders. To share a mail list requires two parts:

1. Create a new sub-folder (with the distribution list in it)
2. Share the folder with others

In Outlook, you have the ability to create a shared Distribution List, and share that list with other users.  Even if you add or delete names in the list, whomever you share the list with will always have the most current/updated list.  You can also specify if you want to grant read-only access to the list, or full write/edit access to modify the list.  You can also share multiple lists within the same group of shared users.

For example, you can designate a single person to be in charge of maintianing the list of names and addresses in a mailing list, and share that list with a small group of people who are responsible for sending communication to the list.

1. Create a new sub-folder in your Contacts section (as shown below).

  1. Click on your Contacts from the left side menu
  2. Click the little down arrow beside "New"
  3. Select "Folder..."
  4. Give your new folder a name (this will be the name of the share) and make sure "Contacts" is highlighted as the place to save the folder.
  5. Create a new Distribution list within the folder, or copy one from within your Contacts.

 

2. Share the folder with other users (as shown below).

Your new folder will show up in the left side menu when viewing your Contacts.  To share that folder, do the following:

  1. Right-click on the folder
  2. Select "Share [folder name] ..."
  3. Address the message to whom you wish to share the folder (distribution list)
  4. If you want the user to be able to edit or change the distribution list, check off the box titled "Recipient can add, edit, and delete items in this contacts folder"
  5. Click "Send".

 

 

To Open a Shared Distribution List:

The recipient will receive a regular looking email message.  To view the shared contacts folder, the user must click on the button in the top ribbon menu titled "Open this Contacts folder" as shown below:

 

 

To send a message to a Shared Distribution List:

Once a user has opened a shared contacts folder, it will show up in their "Contacts" list with a different icon, representing a shared item as shown below.

  1. Select the folder.
  2. Select the Distribution List which you wish to send a message to
  3. Right Click on that list, select "Create" and then "New Message to Contact"
  4. Compose a regular email message as you normally would.

 

 

Create a Mail Merge in Word

In Word you can create a Mail Merge to send an email to multiple recipients from your Outlook contacts.  To create a Mail Merge:

  1. Create a new sub-folder (optional if you don't want to pick individuals from your entire contact list)
  2. Open Microsoft Word (save as a template if you wish for future mailings.)
  3. Select your recipients
  4. Choose you greeting, and any other fields
  5. Send the message

In this way you can personalized each message sent to a group of recipients. 

 

1. Create a new sub-folder in your Contacts section (optional).

If you have a regular group of contacts, you may wish to organize them in a separate contacts folder in Outlook first.  Please view the above topic - Share a Distribution List with another user - to learn how to create a new Contacts sub-folder if you are unsure. 

 

2. Open Microsoft Word.

Click on the "Mailings" ribbon tab.

Click on "Start Mail Merge" and select "E-Mail Messages".

 

3. Select your recipients.

Click on the "Select Recipients" button and "Select from Outlook Contacts...".

Choose the Contacts folder you wish to add recipients from, or choose the default Contacts to choose from your entire contacts list.

Click the "Edit Recipient List" to change or check the recipient list.

 

4. Choose your greeting, and any other fields.

Click on the "Greeting Line" button and follow the prompts to include a personalize greeting.

Type the rest of your message, and include "Insert Merge Field" if you wish to add any other customized fields.

At this point you may also wish to save this message as a template for any future mailings.

 

5. Send the message

If you are done, you can click on the "Preview Results" button to verify everything will look right.

Once you are finished, click on the "Finish & Merge" button and select "Send Email Messages..."

Give your message a Subject, and click OK to send the message.

You can verify the message was sent by going into your Outlook, and looking in your Sent Items folder.

 

 

Entourage Mailing List (Apple/Mac) visual how-to instructions:

For Apple/Mac users, the Education Commons have complied a list of additional Entourage 2008 Support Resources including Entourage Tips and training videos.

 

Create a group of address book contacts

Distribution lists or mailing lists are called "groups" in Entourage 2008.  Entourage groups can only be in your local "On My Computer" address book - not in the UofT Exchange system Contacts.

To send e-mail messages to a group of people, you can create a group in your address book. You can also include a group as a member of another group.

  1. Click Address BookAddress Book button.

  2. Click the arrow next to NewNew Contact button that contains arrow, and then click Group.

  3. Do any of the following:

    To

    Do this

    Create a group name.

    In the Group name box, type a name.

    Add a person or group from your address book, or add a person with whom you've recently exchanged e-mail

    Click AddAdd to Group button, type the first few letters of the person or group's name, and then click the appropriate entry on the pop-up menu.

    Add a person who is not in your address book or with whom you haven't recently exchanged e-mail

    Click AddAdd to Group button, and then type the person's e-mail address.

    Prevent message recipients from seeing the addresses of other group members

    Select the Don't show addresses when sending to group check box.

    Remove a member

    Click the member, and then click RemoveEntourage alternate Delete button.

  4. Close the Group window, and then if a confirmation message appears, click Save.

    The group appears in your address book, and you can send messages to the group exactly as you would to an individual contact.

Note:  To make changes to a group, double-click the group in the address book, and then make the changes that you want.

 

 

Share a calendar, address book, or e-mail folder

To share a calendar, address book, or mail folder, both you and the user that you want to share with must have Microsoft Exchange accounts.

 

  1. Click MailMail button, and then in the folder list, click the address book, calendar, or mail folder that you want to share.

  2. On the Edit menu, click Folder Properties, and then click the Permissions tab.

  3. Click Add User, type the name of the user, and then click Find.

  4. In the search results, click the user's name, and then click OK.

    If the user's name does not appear in the search results and you know the domain name, account ID, and account type of the user, click Advanced.

  5. In the Permissions list, click the user's name, and then on the Permission Level pop-up menu, click the access level that you want.

To customize the user's permission levels, select or clear the check boxes. You may also change the options for Edit Items and Delete Items.

Note:  When you delegate or share an address book, calendar, or mail folder, delegates or users who share those folders could view your private contacts, events, or e-mail messages by using other software applications. To help protect your privacy, put private items in a separate, non-shared address book, calendar, or mail folder.

Source: Help and How-To for Microsoft for Mac Office Products