The following instructions show how to create
a school distribution list based on how employees are designated
in the Global Address Book. Note that many employees are assigned
to more than one building. In the Global Address Book these employees
will be assigned to only one of their schools. Also at the beginning
of each school year it takes some time for the Global Address Book
to "catch up" with all of the personnel moves. After creating
a distribution list be sure to check for employees that do not belong
in the list, and manually add those that may have been left out.
Outlook will only allow 133 names in a distribution
list. Longer lists will have to be broken into several parts.
Log onto your Windows XP computer using your Domain log in account.
Launch Outlook.
Click the Contacts button in the Outlook Bar.
(see graphic below)
Click on the small arrow to the right of the New
button and select Distribution List. (see graphic
below)
Name the list and click the Select Members
button. (see graphic below)
Click the Advanced pull-down button at the
bottom of the Global Address Book window and select Find.
(see graphic below)
Type the name of the school or office in the Office
field and then click OK. (see graphic below)
Select the names from the list of employees that are assigned
to the school searched for. Click on the top name and scroll to
the bottom of the list. Hold down the ShiftKey
and click the bottom name in the list. This will select all of
the names. Holding the Ctrl Key will select names
individually.
Click the Members button to add the selected
names. Click the OK button. (see graphic below)
Click the Save and Close button. (see graphic
below)
To send an email to the distribution list create a new email
message.
Click on the To button in the email window.
When the Select Names window appears click on the pull-down menu
under Show Names from the: and select Contacts.
(see graphic below)
Scroll to the name of the distribution list and then click the
To button. (see graphic below)
