Outlook - Create a contact group & Communicate through contact groups (distribution list) Video
In this video, you will learn how to create a contact group and communicate through contact groups, also known as distribution lists, in Microsoft Outlook.
The video demonstrates the steps to create a group of contacts, add members from your Outlook contacts or address book, and even type email addresses directly into the list.
You can use the contact group in messages by simply typing its name in the "To" line.
The video also covers how members of the group can see the addresses of other members in the "To" line and how to hide recipient names using the blind carbon copy (BCC) field.
Additionally, the video explains how to view or edit the list of members, add or remove members, and share the contact group with others.
Creating contact groups can be very useful, especially when associated with an email account, as they can be accessed from anywhere, including Outlook Online.
This tutorial provides a comprehensive guide to creating and using contact groups in Microsoft Outlook, enhancing your communication efficiency.
- 3:22
- 3621 views
-
Outlook - Discovering the Outlook 2016 interface
- 2:54
- Viewed 4333 times
-
Outlook - Ribbon preview
- 2:55
- Viewed 3595 times
-
Outlook - Manage displays
- 2:26
- Viewed 3586 times
-
Outlook - Edit and customize views
- 1:24
- Viewed 3447 times
-
Outlook - Open a shared calendar
- 1:30
- Viewed 3482 times
-
Outlook - Presentation and discovery of contacts
- 1:09
- Viewed 3956 times
-
Outlook - Export contacts from Outlook
- 1:09
- Viewed 3711 times
-
Forms - Introduction to the course on Forms
- 1:23
- Viewed 2811 times
-
Remove a watermark
- 2:20
- Viewed 34341 times
-
Activate the features of Teams Premium
- 3:48
- Viewed 17944 times
-
How to recall or replace a sent email in Outlook Web
- 0:53
- Viewed 15966 times
-
Change the default font for your emails
- 1:09
- Viewed 15963 times
-
Collapsible headings
- 3:03
- Viewed 15627 times
-
How do I prevent the transfer of an email?
- 2:07
- Viewed 13894 times
-
Create automatic reminders
- 4:10
- Viewed 11612 times
-
Protect a document shared by password
- 1:41
- Viewed 11303 times
-
Morph transition
- 0:43
- Viewed 10408 times
-
Creating a Report
- 2:54
- Viewed 9595 times
-
Summary of the Microsoft 365 task management system
- 02:46
- Viewed 50 times
-
Track in Planner and Lists and summarize in Teams
- 05:55
- Viewed 37 times
-
Automate task creation and deadline reminders
- 06:49
- Viewed 79 times
-
Choose between Forms, Lists, and Power Apps to collect and manage tasks
- 02:22
- Viewed 38 times
-
Track your daily tasks with To Do and Planner
- 03:33
- Viewed 61 times
-
Manage team tasks with Microsoft Planner
- 02:06
- Viewed 40 times
-
Collaborate on tasks with Team, Loop, and Planner
- 02:11
- Viewed 44 times
-
Create tasks automatically from a SharePoint list
- 02:25
- Viewed 46 times
-
Create a task tracking board in Microsoft Lists
- 02:42
- Viewed 44 times
-
Centralize emails, conversations, and forms into a single task management flow
- 02:28
- Viewed 38 times
Objectifs :
This document aims to provide a comprehensive guide on how to create and manage contact groups in Outlook, enabling users to efficiently send messages to multiple recipients without the need to enter each address individually.
Chapitres :
-
Introduction to Contact Groups in Outlook
Contact groups in Outlook allow users to save time when sending messages to a frequent group of recipients. Instead of typing each email address, users can simply enter the name of the contact group, streamlining communication. -
Creating a Contact Group
To create a contact group, follow these steps: 1. Click on the 'People' module in Outlook. 2. Choose the contacts folder where you want to save the group. 3. Click on 'New Contact Group'. 4. If the 'New Contact Group' option is unavailable, try a different contacts folder. 5. Type a name for your contact group. 6. Click 'Add Members' to include contacts from your Outlook contacts or address book, or create a Messenger contact. 7. Ensure 'Name Only' is selected, then select names from the list and click 'Members' to add them. 8. To select multiple names, hold the Shift or Control key while clicking. 9. You can also type email addresses directly or copy names from other sources, such as an email message. 10. Once finished, click 'OK' to add the names and addresses to the group. -
Saving and Using the Contact Group
After adding members, click 'Save and Close'. The contact group will now appear in your list of folders. To use the group in a message: - Type the name of the contact group in the 'To' line of your email. - You can click the plus sign to view all members or leave it as is and click 'Send'. - Recipients will see the addresses of other members in the 'To' line, similar to manual entry. - If you prefer to keep recipient names hidden, use the Blind Carbon Copy (BCC) field. -
Editing and Managing Contact Groups
You can always double-click on the contact group in the contacts folder to view or edit the list of members. To manage the group: - Add members by selecting them and clicking 'Add'. - Remove members by selecting them and pressing 'Remove Member'. - To delete the entire group, click 'Delete Group'. -
Sharing Contact Groups
To share a contact group with a colleague, use the 'Forward Group' option. You can send the group as an Outlook contact. If contact files are blocked by the recipient's email system, select 'In Internet Format' to send the group as a text file. Recipients can then drag the attached file into their contacts folder. -
Practical Applications of Contact Groups
Contact groups are particularly useful for managing communications associated with specific email accounts. They can be accessed from different computers using Outlook Online, allowing for seamless communication across devices. -
Conclusion
Creating and managing contact groups in Outlook enhances efficiency in communication. By following the outlined steps, users can easily send messages to multiple recipients, edit group members, and share contact groups, ultimately improving their productivity.
FAQ :
What is a Contact Group in Outlook?
A Contact Group in Outlook is a feature that allows users to create a list of multiple email addresses, enabling them to send messages to all members of the group at once without typing each address individually.
How do I create a Contact Group in Outlook?
To create a Contact Group in Outlook, click on the People module, select the contacts folder, and then click 'New Contact Group'. Type a name for the group, add members from your contacts or address book, and then save the group.
Can I add members to a Contact Group after it has been created?
Yes, you can add members to a Contact Group at any time by double-clicking the group in the contacts folder, selecting 'Add Members', and then choosing additional contacts.
What happens when I send an email to a Contact Group?
When you send an email to a Contact Group, all members will receive the message, and they will see the email addresses of other members in the 'To' line unless you use the BCC field to hide them.
How can I share a Contact Group with someone else?
You can share a Contact Group by selecting 'Forward Group' in Outlook, which allows you to send the group as an Outlook contact file to another user.
Quelques cas d'usages :
Team Communication
In a corporate environment, a manager can create a Contact Group for their team members to streamline communication. Instead of sending individual emails, the manager can send updates or announcements to the entire team at once, saving time and ensuring everyone is informed.
Event Planning
An event coordinator can use Contact Groups to manage invitations for an event. By creating a group for all invitees, the coordinator can easily send out invitations and follow-up messages, ensuring efficient communication and organization.
Client Management
A sales representative can create Contact Groups for different client segments. This allows them to send targeted marketing emails or updates to specific groups, improving engagement and response rates.
Networking
A professional can create a Contact Group for networking purposes, including colleagues, industry contacts, and potential clients. This group can be used to send out newsletters or updates about industry events, keeping all contacts informed and engaged.
Remote Work Collaboration
In a remote work setting, teams can create Contact Groups to facilitate communication across different locations. This ensures that all team members receive important updates and can collaborate effectively, regardless of their physical location.
Glossaire :
Contact Group
A collection of email addresses grouped together in Outlook, allowing users to send messages to multiple recipients without typing each address individually.
BCC (Blind Carbon Copy)
A feature in email that allows the sender to send a message to multiple recipients without revealing their email addresses to each other.
Outlook
A personal information manager from Microsoft that includes email, calendar, task management, and contact management functionalities.
Contacts Folder
A designated area in Outlook where contact information is stored, including individual contacts and contact groups.
Add Members
The action of including additional contacts into a contact group in Outlook.
Remove Member
The action of deleting a contact from a contact group in Outlook.
Forward Group
A feature in Outlook that allows users to share a contact group with another user by sending it as an Outlook contact file.
Internet Format
A method of sending contact files as text files, which can be imported into the recipient's contacts folder.
Cette formation pourrait intéresser votre entreprise ?
Mandarine Academy vous offre la possibilité d'obtenir des catalogues complets et actualisés, réalisés par nos formateurs experts dans différents domaines pour votre entreprise
