Microsoft Outlook Exchange Distribution Lists in Tangipahoa Parish Schools

Setting up an e-mail distribution list in Microsoft Outlook Exchange is an efficient way to disseminate information in a quick way to different groups of contacts. These directions are for computers with Windows XP and Office 2003 that use Microsoft Outlook Exchange in Tangipahoa Parish School System.

Follow these directions to set up a Distribution List in MS Outlook Exchange on your computer.

1. Open Outlook and click the down pointing arrow next to "New" on the Standard toolbar. Now click "Distribution List."

2. In the Name field, give your distribution list a name... make it short, but meaningful to you.

3. Click the Select Members button located on the top toolbar to add email addresses to your list. The list you are using in MS Outlook Exchange is the "Global Address List," which is a complete list of all employees in TPSS that have email addresses. You can click a name to highlight it and then click the "Members" button - OR - click a name and hold down the Control key on your key board and then click another name, and another, and another... until you have all the names for your Distribution list highlighted. Then click the "Members" button. You can add emails to your distribution list that are not in the "Global Address List" by clicking the Add New button.

4. When you click on the names in your list and then click the "Members" button, their names will be added to your Distribution List. Now click "OK" when you are finished.

5. The Distribution List window will now show you a complete list of all the people and their e-mail addresses that you have included in your list. If you have forgotten someone or included someone by mistake, you can always go back and "Select Members" or "Remove" them by clicking the appropriate buttons. Now click "Save and Close."

6. Your Distribution List will be in the Contacts section of Outlook. At any time, you can double click the name of the list and edit it. The icon of two small heads after the name, indicates that it is a list.