Outlook Create a Contact Group

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1 Outlook Create a Contact Group A Contact Group is a named collection of addresses saved as a single entry in the Contacts folder. When an is addressed using the name of the contact group, the will be sent to all of those addresses contained in the contact group. For example, you could have a contact group named Special Committee containing the addresses of the 20 members of that committee. An addressed to Special Committee will be sent to all 20 members whose addresses are contained in that list. Creating a contact group is easy: 1. Name the contact group. 2. Add addresses by selecting from an existing source or manually entering them. 3. Save and exit. Contact groups are stored in the Contacts folder. They are easily identified by the icon of two people s heads to the left of the contact group name. TIP for Faculty! students using Canvas Faculty, while you can manually create contact groups of students for each of your classes, IT recommends using the Inbox tool in Canvas to easily your students. Create a Contact Group (Outlook 2016) 1. Launch Outlook and press [Ctrl]-[3]. Contacts will be displayed. 2. Click New Contact Group on the Ribbon. The Contact group dialog will appear. 3. In the Name field, type a unique name for your contact group. 4. Click the Add Members button. A drop down list will appear. 5. Select from the drop down list: From Outlook Contacts to select from your personal contact From Address Book to select any Cuesta employee New Contact to enter an address Create a Contact Group Page 1 of 6 Last Revised Date: November 27, 2017

2 6. Depending on your selection, do one of the following: From Outlook Contacts / From Address Book New Contact A Select Members dialog will appear. The Add New Member dialog will appear. a. Enter a name in the Display Name field. b. Enter the recipient s address in the address field. a. Double-click on the desired name from the list. The name will appear in the Members field. c. Click the OK button. b. Continue until all desired members have been selected. c. Click the OK button. The Contact group dialog will appear with the addresses listed. 7. Click the Save & Close button. Create a Contact Group Page 2 of 6 Last Revised Date: November 27, 2017

3 Create a Contact Group (Outlook Online; Office 365) 1. Launch a browser (e.g. Internet Explorer, etc.) and go to outlook.office365.com. 2. Log into your account. 3. Click the Apps button and select People. Contacts will be displayed. 4. Click the arrow to the right of New and select Contact list from the dropdown list. The new contact list screen will appear. 5. In the List Name field, type a unique name for your contact group. 6. To add members: a. Begin typing a name in the Add members field. A list of possible matches will appear. b. Click on the desired name from the list. NOTE: If the name doesn t appear you may type the recipient s address in the Add members field and then press the [Enter] key. Repeat 6a and 6b to add more members. 7. Click the Save button when finished. Create a Contact Group Page 3 of 6 Last Revised Date: November 27, 2017

4 Create a Contact Group from an External List A contact group can be easily created from an existing list of addresses from a Word document or an Excel worksheet. If in Word, each address must occupy a separate line ( paragraph ) without any other information. In Excel, each address must occupy a separate cell. (See examples below) 1. Open the document containing the list of addresses. 2. Select all of the addresses. Excel Word 3. Copy the selected addresses by pressing [Ctrl]-[C]. 4. Launch Outlook. 5. Click New Contact Group on the Ribbon. The Contact group dialog will appear. 6. In the Name field, type a unique name for your contact group. 7. Click the Add Members button. A drop down list will appear. Create a Contact Group Page 4 of 6 Last Revised Date: November 27, 2017

5 8. Select From Address Book. 9. Click once in the Members field. The blinking insertion point will appear in the Members field. 10. Paste the copied addresses by pressing [Ctrl]-[V]. The copied addresses will appear in the Members field. 11. Click the OK button. The Contact group dialog will appear with the student addresses listed. 12. Click the Save & Close button. The Contact group dialog will close. Create a Contact Group Page 5 of 6 Last Revised Date: November 27, 2017

6 Use a Contact Group 1. Create a new in Outlook. 2. In the To, CC or BCC field, type the name of the contact group. (See Tip... in box on the right.) 3. Complete the rest of the as desired. When you send the , it will be delivered to all of those addresses associated with the one contact group! TIP! Hide Names in Header Protect your recipients by preventing others from seeing their addresses. Rather than placing the contact group in the To: section where other recipients can view it, put the contact group in the BCC (blind courtesy copy) field. Entries in the BCC field are hidden from recipients. NOTE: If the BCC field does not appear in the address section of the , on the Options tab, click Bcc in the Show Fields group. Edit a Contact Group 1. Launch Outlook and press [Ctrl]-[3]. Contacts will be displayed. 2. Locate and double-click on the desired contact group. The Contact group dialog will open. 3. Do one or more of the following: Add additional members by following steps 4-6 ( Create a Contact Group ) above. Select a member and click Remove Member to remove that entry. Click Delete Group to delete the entire contact group 4. Click Save & Close when completed. Create a Contact Group Page 6 of 6 Last Revised Date: November 27, 2017

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