How to Create an Email Group and Distribution List in Outlook

Setting up an email group is simple and has several benefits for you. One of the biggest advantages is reaching out to a number of people at once and allowing them to get to know you.

How to Create an Email Group and Distribution List in Outlook

Email groupings and mailing lists have been around for years and decades. All the way back in the ’90s, AOL put their offering out there called AOL email (for the web), which had groupings and email lists available for email users and members. The new era of e-mail came when Macromedia bought and relaunched and renamed their IMAP based e-mail service, “Macromedia Mail.” They introduced groupings as IMAP groupings in order to become compatible with most popular e-mail systems. So whether it’s a Starbucks email, a field day with constituents, or a chat list, groupings provide a way to group groups of everyone, no matter what email provider they’re using.

The idea of a mass mail list is alive and well today in Outlook. Operating on IMAP and POP protocols, the feature that does all of the work for the group is in the email itself. With GroupWidgets, nothing is sent outside the group to a mailing list and the entire group can have a private event with the added benefit of a secure one.

What you need

The first thing you need is the email and the organization. When you create an email group, the group name is provided by Microsoft Exchange. If you are using POP or IMAP as you move on to an employer’s system, you can use a group name that can easily be attached to the group itself by the administrator.

Related to the first point, all the information will be sent out from the group to all the members, but it will not all be sent out at the same time or from the same email address. With this setup, if there is an event that needs to be distributed, you can generate an event, and email it out in a way that mimics an email notification that would be sent out from your calendar or from your Google Calendar or whatever set up you have for organizing events. You can then use the date preference of that group. This gives you an extremely practical reason to turn your email group into a mailing list, as all the information for the event will be sent to everyone.

Need the right things to send

Now that you have group settings, here are some things you will need to consider in order to get going with your organization.

First thing first; setting up who is included from a mailing list is not always done. Simply plug in the email name of someone on your mailing list, and Outlook will not send it out to all of the recipients. To contact anyone included on your mailing list, just type them in the subject line or in the body of the email.

If your organization is using separate team lists, you may want to work with some or all of the email automation companies, or the shipping company you frequent, to set the emails out to the team members via the respective lists.

A couple of other options you have are to create a separate group from your recipients list, and then to send the group an email. When everyone on the list receives the email, and if the group member then replies, the email will be sent in a way that mimics an alert that the email was sent.

This doesn’t require the creation of a separate group from the mailer, but instead is done in the context of a list with a set of people on it. The email subscribers of the group that has created it will have the right email subject and the right body and body formatting, as well as will still have a space for their name.

Another consideration is the email style. Outlook will allow you to have a direct, clean direct message to your recipients. The more creative emails are to be delivered in the group “Subject:

Sender: [email address] Sending: [email address] Day Date: [date] Location: [date] Snooze: [date] All other types of email will go outside the group and the mailer, except for those that are from out of the reach of the emailer; it goes to all of the recipients.

What can you do to save time?

Now that you have the group, the second factor is how to best use this feature. In Outlook, you can create a group on a message thread, or you can create and remove a group from the threads. It is easier to use the direct messaging style. You can limit who has read the email, although this will be very specific in a corporate communication. Also, if you send out something important, you have the option to blacklist people. Having a blacklist for a specific source or source of communication will become very effective in directing an e-mail response and letting the recipient know that they are not on the list.

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