Build Email Distribution Lists in Office 365 for Use in Outlook

I made this handy-dandy, quick and dirty tutorial for my less Outlook inclined colleagues at work. From the success rate, I figured I could share it here with you.

If you have to email multiple people a day, it’s unfathomable that you’re typing each email address individually.

If your IT team is on the ball, then you won’t need to do this. You could even talk to them about setting it up for you. I’ve been in organizations that actually blocked distribution lists from being created, so definitely double-check before you get too far. I would not want you to get too far into the tutorial to discover your permissions blocked.

I’ll be using the Web version for the purposes of this tutorial. The images may not match your version of Outlook in particular, so pay close attention to what you’re doing.

  1. Login to Outlook and go to your inbox.
  2. In the lower-left hand corner, look for this image and click on the People tab to open:

    people tab in outlook
    people tab in outlook
  3. On the left-hand sidebar, select “Your Contacts” (I personalized my theme so the color might not be the same as yours):

    your contacts tab
    your contacts tab
  4. Look for this navigation bar at the top of the page and click “New”:

    new tab
    new tab
  5. This screen should lay over the workspace now:

    layover screen
    layover screen
  6. List name: I would go with something memorable such as Marketing Team or Management. Depending on your duties, you may need additional distribution lists.
  7. Add members: add all the emails that you would need.
  8. Click “Save” when you’ve added everyone you want to include. Voilà!

When you compose a new email, input the name of the distribution list that you chose (“Marketing Team”) in the To: field of your message. It should auto-populate. There will be a + symbol next to the name; you’re welcome to click it to expand the list to confirm the addresses that you want to send to are present. You don’t need to do this all the time, but it’s handy to check it.

Let me know what you think in the comments. I’d love to hear your feedback!

love, peace, & adobo grease, Guilliean

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