Creating a Customized Distribution List in Outlook

We have a variety of lists already set up that you can use in communicating with groups of people within the College. These lists are tailored to specific groups as defined by OSU Human Resources classifications. However, there are times where you may want to create your own personal distribution lists.

Creating a customized distribution list

  1. With Outlook open, click on File --> New --> Distribution List.

    Click on File --> New --> Distribution List

  2. Give your distribution list a name and then click on Select Members.

    Give your distribution list a name and click on Select Members.

    You will be able to choose people from the HEC Global Address List or your own personal contacts.

  3. Click on a person's name and then click the "Members ->" button to add them to your list. You can add as many people from the list as you want, and Outlook will automatically place semi-colons and spaces between each name.

    Click on the names of those you want to add and then click on the Members -> button.

  4. If you click on the drop down menu below "Show Names from the", you can click on Contacts to choose members from your own personal list of contacts. Click OK when you are finished selecting members from the HEC Global Address List and/or your personal contacts.
    Click on 'Show Names from the:' and choose Contacts to bring up your personal contacts. Click on OK when you are finished selecting members.

  5. To add people to your distribution list who are not part of the HEC Global Address List or your personal contacts, click on the Add New button.

    Click on Add New for those not in the Global Address List or in your personal contacts.

  6. Type in a display name and an email address (for example, John Doe and jdoe@yahoo.com) and click OK.

    Repeat this for each person you want to add to your distribution list.

    Remember that you only have to do this for those who aren't already in the Global Address List or your personal contacts.

    Type in the person's name and email address. Then click OK.

  7. When you are finished creating your new distribution list, click on the Save and Close button.

    Click on the Save and Close button when you are finished.

back to top

Sending a message to your distribution list

  1. Start composing a new email message in Outlook.

  2. Click on the To... button.

    Click on the To... button.

  3. Choose Contacts from the drop down menu below "Show Names from the".

    Click on 'Show Names from the:' and choose Contacts to bring up your personal contacts.

  4. Look through your list of personal contacts until you find your distribution list. Click on it and then click on the To -> button.

  5. Click on OK.

    Click on the name of your distribution list, and then click on the To -> button. Then click OK.

  6. Finish and send your message like you normally would.

    Finish and send your message like you normally would.

back to top

Editing your distribution list

  1. Click on the Contacts button in Outlook.

    Click on the Contacts button.

  2. Look for your distribution list and double click on it.

    Look for your distribution list and double click on it.

    • To add people to your list, use the Select Members or Add New buttons (this is similar to setting up the distribution list to begin with, as reviewed earlier in this help file).
    • To remove people from your list, click on their names and press the Delete key on your keyboard.

  4. Click on the Save and Close button when you are finished.back to top

    Click on Select Members or Add New

Deleting your distribution list

  1. Click on the Contacts button in Outlook.
  2. Look for your distribution list and click on it.
  3. Press the Delete key on your keyboard.

back to top