Use contact categories as distribution lists in Outlook

An alternative to groups and mailing lists

Outlook distribution lists are useful for quickly sending email to a group of people. One way to create a flexible email distribution list is to categorize contacts using Outlook mail merge. Outlook assigns any number of categories to your contacts. Then sort your address book into categories to create a versatile mailing list.

The instructions in this article apply to Outlook 2019, 2016, 2013, 2010, 2007; and Outlook for Office 365.

Use contact categories as distribution lists in Outlook

To create a mailing list or mailing list with categories in Outlook 2019, 2016, 2013, and 2010:

1. Select in Outlook People † Or click on ctrl + 3 †

   

2. Highlight the contacts you want to add to the mailing list. To select multiple related records, click ctrl and select contacts. Press . to select a range Shift † and then select the first and last contact in the range.

   To add people who aren’t in your Outlook contacts, click Ctrl + N to create a new contact.

3. Go to the tab House †

   

4. In a group tags select categorization †

   

5. Select All categories †

   

6. In the dialog box Color Categories select New †

   

7. In the dialog box Add a new category enter a name for the mailing list.

   

8. Click the drop-down arrow Color and choose Not or assign a color.

9. Select Okay †

   

10. In the dialog box Color Categories make sure the new category is selected.

11. Select Okay †

Add members to a mailing list

To add new members to the mailing list at any time:

1. Go to section People †

2. Highlight the contacts you want to add to the list.

   

3. Go to the tab House †

4. In a group tags select categorization †

5. Select a list category.

   

6. If the category does not appear in the menu, select All categories check the box in the category list, then select Okay †

Message to your category mailing list

To create a new message or meeting request for all members of the category distribution list:

1. Go to section People †

   

2. Select Contact search or click on Ctrl+E †

   

3. Go to the tab Search †

4. In a group Clarify select categorized †

   

5. Select the desired category.

   

6. Go to the tab House †

7. In a group Actions select Merge by mail †

   

8. In the dialog box Fusion Contacts select All contacts in current view †

9. Select drop-down arrow type of document and select form letters †

10. Click the drop-down arrow merge into and select E-mail †

11. In a text field Message Subject enter the subject of the message.

    

12. Select Okay †

13. Write the text of the letter in Word. Go to the tab mail use group resources Write and paste fields to customize greetings for each recipient and insert other address book fields. Select Results example to view your fields and rules in the email for each recipient.

    

14. Select Finish and Merge † Send email messages †

    

15. In the dialog box Merge with email select drop-down arrow NASTY and select E-mail †

    

16. Select drop-down arrow Email Format and choose Flat text or HTML †

17. In chapter Submit Submissions select Everything †

18. Select Okay †

19. If prompted, select: allow †

How to use contact categories as distribution lists in Outlook 2007

To create a mailing list or mailing list with categories in Outlook 2007:

1. Go to Contacts †

2. Highlight the contacts you want to add to your new mailing list.

   To add new members later, assign them individually to the appropriate category.

3. Click the button on the toolbar categorize † Or choose from the menu Actions † categorization †

4. Select All categories †

5. Select New †

6. Enter a name for the mailing list.

7. Click the drop-down arrow Color and choose Not †

8. Select Okay †

9. Make sure the new category is checked and select Okay †

Send a message to your category mailing list in Outlook 2007

To create a new message or meeting request for all members of a category mailing list:

1. Go to Contacts †

2. Select Vision † Current display † By category †

3. Select the title of the desired list category.

4. Select Actions † To create † New message for a contact or Actions † To create † New meeting request for communication †

5. Select Okay if Outlook notifies you that your action will be applied to all items in the group.

6. Select field To who or field SKC † For a message list, consider adding addresses in the Bcc field to avoid showing each contact’s address.

   If a contact has multiple email addresses, Outlook adds each address. Remove unwanted addresses to avoid sending a duplicate email to your contact.

7. in field To who Enter your email address.

8. Compose a message or a meeting invitation.

9. Send a message.