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How to Use Contact Categories as Distribution Lists in Outlook
An alternative to groups and distribution lists
By Heinz Tschabitscher Heinz Tschabitscher Writer University of Vienna A former freelance contributor who has reviewed hundreds of email programs and services since 1997. lifewire's editorial guidelines Updated on March 5, 2021 Tweet Share Email Tweet Share Email MS Office Outlook Word Excel Powerpoint What to Know
Select the contacts to add to the list and go to Home > Categorize > All Categories > New > name the list.To add contacts to the list, choose the contacts and select Home > Categorize > list category > OK. This article explains how to create a distribution list with categories and send emails to them in Outlook for Microsoft 365, Outlook 2019, 2016, 2013, 2010, and 2007. Use Contact Categories as Distribution Lists in Outlook
To create a distribution or mailing list with categories in Outlook for Microsoft 365, Outlook 2019, 2016, 2013, and 2010: In Outlook, select People. Or, press Ctrl+3. Highlight the contacts you want to add to the distribution list. To highlight multiple contiguous entries, press Ctrl and select contacts. To select a range, press Shift, then select the first and last contact in the range. To add people who are not in your Outlook contacts, press Ctrl+N to create a new contact. Go to the Home tab. In the Tags group, select Categorize. Select All Categories. In the Color Categories dialog box, select New. In the Add New Category dialog box, enter a name for the distribution list. Select the Color dropdown arrow and choose None or assign a color. Select OK. In the Color Categories dialog box, verify that the new category is selected. Select OK. Add Members to a Distribution List
To add new members to the distribution list at any time: Go to People. Highlight the contacts you want to add to the list. Go to the Home tab. In the Tags group, select Categorize. Select the list's category. If the category does not appear in the menu, select All Categories, select the list's category checkbox, then select OK. Send a Message to Your Category Distribution List
To compose a new message or meeting request to all members of the category distribution list: Go to People. Select Search Contacts or press Ctrl+E. Go to the Search tab. In the Refine group, select Categorized. Select the desired category. Go to the Home tab. In the Actions group, select Mail Merge. In the Mail Merge Contacts dialog box, select All contacts in current view. Select the Document type dropdown arrow and choose Form Letters. Select the Merge to dropdown arrow and choose Email. In the Message subject line text box, enter the subject for the email. Select OK. Compose the email text in Word. Go to the Mailing tab to use the tools in the Write & Insert Fields group to customize greetings for each recipient and insert other address book fields. Select Preview Results to view your fields and rules in the email for each recipient. Select Finish & Merge > Send Email Messages. In the Merge to E-mail dialog box, select the To dropdown arrow and choose Email. Select the Mail format dropdown arrow and choose Plain text or HTML. In the Send records section, select All. Select OK. If prompted, select Allow. Use Contact Categories as Distribution Lists in Outlook 2007
To create a distribution or mailing list with categories in Outlook 2007: Go to Contacts. Highlight the contacts you want to add to your new distribution list. To add new members later, assign them to the appropriate category individually. Select the Categorize toolbar button. Or, select Actions > Categorize from the menu. Select All Categories. Select New. Enter a name for the distribution list. Select the Color dropdown arrow and choose None. Select OK. Verify that the new category is checked and select OK. Send a Message to Your Category Distribution List in Outlook 2007
To compose a new message or meeting request to all members of the category-run distribution list: Go to Contacts. Select View > Current View > By Category. Select the desired list category's heading. Select Actions > Create > New Message to Contact or Actions > Create > New Meeting Request to Contact. Select OK if Outlook notifies you that your action will apply to all items in the group. Select the To field or the Bcc field. For list messages, consider adding addresses to the Bcc field to avoid revealing every contact's address. If a contact has multiple email addresses, Outlook adds each address. Delete unneeded addresses to avoid sending a duplicate email to your contact. In the To field, enter your email address. Compose the message or meeting request. Send the message. Was this page helpful? Thanks for letting us know! Get the Latest Tech News Delivered Every Day Subscribe Tell us why! Other Not enough details Hard to understand Submit More from Lifewire How to Add Members to a Distribution List in Outlook Forward Multiple Emails Individually in Outlook How to Forward an Email as an Attachment in Outlook How to Purge Deleted Outlook Email Emailing to a Distribution List in Outlook How to Delete an Address From the Outlook Autocomplete List How to Create an Outlook Group of Contacts How to Create New Folders to Organize Mail in Outlook How to Create a Mailing List in Outlook How to Insert a Link Into an Email With Outlook How to Clear the Outlook Cache How to Add or Edit Categories in Outlook How to Streamline Conversations in Outlook How to Open Your Outlook.com Address Book How to Save an Outlook Email as a PDF How to Change the Default Font and Size in Outlook Newsletter Sign Up Newsletter Sign Up Newsletter Sign Up Newsletter Sign Up Newsletter Sign Up By clicking “Accept All Cookies”, you agree to the storing of cookies on your device to enhance site navigation, analyze site usage, and assist in our marketing efforts. Cookies Settings Accept All Cookies