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Tip of the Month: Creating Contact Groups in Outlook 2010

A contact group is a group of individual contacts saved together under a single name (these were called distribution lists in Outlook 2007). Creating contact groups is a convenient way to save time if you e-mail groups of people over and over again. Follow the steps below to create a contact group:

  1. Click Contacts in the Navigation Pane, located on the left side of the screen.
  2. Click New Contact Group in the home tab.
  3. Click beside the Name box and type a name for your group contact.
  4. Select the Add Members button.
  5. Select From Address Book in the dropdown menu. The Select Members: Global Address List dialog box will appear.
  6. In the box under Search, begin to type the last name of the first member you would like to add to the contract group. As you type, Outlook will begin to match the characters in the global address list.
  7. When the correct name is in view, click on that name to select it.
  8. Click the Members button at the bottom left of the dialog box to add the name to the contact group (you may also double-click the name you want to add). Continue to search for and add members to the contact group in this way.
  9. When you have finished adding all the names, click OK.  You will return to the Contact Group dialog box. Click Save & Close in the upper left-hand corner of the box.

Using the Contact Group

There are two ways to address a new e-mail message using your contact group. One is from the inbox and the other is from contacts.

Using a Contact Group from the inbox folder:

  1. Click Mail in the navigation pane on the left side of the screen.
  2. Click the New E-Mail button to create a new email message.
  3. Click the To button. The select names dialog box will open.
  4. Under Address Book, select Contacts from the dropdown list.
  5. Select the name of your contact group and click the To button at the bottom of the dialog box.
  6. Click OK.
  7. Type your message and send it.

Using a Contact Group from the contacts folder:

  1. Click Contacts in the navigation pane on the left side of the screen.
  2. Right click on your contact group.
  3. Select Create.
  4. Select E-mail.
  5. Type your message and send it.

For more tips and training from the Office of Technology Services, go to http://www.towson.edu/adminfinance/ots/trainingdoc/.

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