Outlook Optimizing Tutorials nr.8 How to Organize your Distribution Lists.

Posted on May 28, 2008
Filed Under Outlook, Reader Questions

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Computer Tips, Tricks, Tweaks and Tutorials - Outlook Optimizing Tutorials nr.8 How to Organize your Distribution Lists.

I explained in the Outlook Tutorial of last week how to create a distribution list in MS Outlook 2007. I received several e-mails about this from people asking how I manage those lists and how I look at the contacts in it.

I do have to say that I hardly look into those lists. I have my contacts pretty well organized in several contact folders and each folder contains multiple distribution lists.

Here’s an example:

My regular/primary contact folder “Contacts” contains the details of my family and my friends.

I have several lists in here:

Family-L1 (my parents, my two brothers and my sister-in-law)
Family-L2 (my parents, my two brothers, my sister-in-law but now also my uncles and aunts, nephews and nieces etc.)

Friends-L1 (my best friends)
Friends-L2 (my best friends and some of my other close friends)

I did the same with my business contacts. I’ve split them up into customers-L1/L2 etc. , suppliers-L1/L2 etc.

And I organized my colleague bloggers into regions like Bloggers-Ned, Bloggers-EU, Blogggers-US etc.

Just be creative!

But if you want need to see the names in a distribution list there are several ways to go about it.

The first is open an e-mail.
Click on To.
And select your distribution list.
Now you can select the expand button next to the list name.

The only problem here is that you cannot collapse it again.

Outlook-Optimizing-Tutorials

The other most common option is:

In a new message.
Click on To.
Select the distribution list.
Right click on it
and click on Properties.

I do want to say that you have to figure it out yourself. This is how I feel it’s handy but this way can be a “nightmare” for you, the whole meaning of this optimizing series is that you make it yourself as easy as possible, so again; be creative. I’ll see you all tomorrow with another Excel Tutorial. Cheers

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