How to create a mailing list in email. Creating a distribution group in Outlook

Often it is necessary to send a message to several recipients at once - for example, to all addresses whose letters you have in the Humor folder or in the family folder. Having created a groupYou can save time, and nerves, since you do not have to manually enter all their addresses. To create a group, you need to perform the following steps.

1. Select the address book service items in the menu, in order to open the Address Book window.
2. Select File-Create Group items. In this case, a dialog box appears in which you can create a group.
3. Enter the name of the group. Try to come up with a successful name, reflecting the composition of the group and the content of the issues discussed with correspondent.
4. Add to the Contact Group. Use the Select button to select all the addressee groups that relate to this group. At the same time, a new dialog box appears on the screen with the email addresses of the correspondents that you can include in the group. In the left part of the window, select the desired name and address and use the Select button to add them to the group on the right side of the window.
5. When you fully form a group, click on the OK button.
6. To close the properties window of this group, click on the OK button.
7. Close the Address Book window.

Now you can work with the group.

To send a message to the entire group, enter its name in the field to whom, copy or hidden. After that, the message will be automatically sent to all members of the group.

In addition, you can click on the button to whom and select a group from the address book list.

What is a hidden copy?

The hidden field use to create "blind" copies of the message, i.e. copies in which there are no names of other recipients of this letter. Thus, if you send a hidden copy of the letter to the group of people, none of them will know other addressees.

To access the field hidden, in open window New Messages Select the command View \u003d\u003e All headlines. The addressees specified in the hidden field will receive a copy of the letter along with all the others. But those whose names were in the field or copy, the addresses from the field hidden will not see.

remember, that field to fill in necessarily. If you do not want to enter anything there, enter your own email address.

It is very convenient to enter the name of the group in the hidden field. Read about this field in the insert "What is a hidden copy?" In this section.

The ability to create a hidden copy is very convenient when sending a message to several people. For example, by sending a fresh joke, make all the addresses in the hidden field, and in the field who specify your name. Then everyone will be able to read a new anecdote (and perhaps not everything - you never know what can happen), and the addressees do not have to look at a huge list of names at the beginning of the letter.

Instruction

Call the main thing system menuBy clicking the Start button, and go to "All Programs". Expand link Microsoft Office. And run the Outlook application. In order to use the names of the addressees that are in the address book of the application, expand the "File" menu of the Oulook top service panel and specify the "Create" command.

Select Submit "Mailing List" and type the desired name of the list being created in the "Name" string. Click the "Mailing List" tab in the dialog box that opens and use the "Select Participants" reference. Specify the address book containing the desired email addresses in the Address Book directory. Print the name of the selected destination in the "Search" line and select the defined name in the directory directory located below the search string. Click the "Participants" link and repeat all the actions described above for each you want the sending destination. Confirm the execution of the selected action by clicking the OK button.

If you need to create a distribution list from names in email messages, select the necessary name in the "To" line and call its context menu by clicking the right mouse button. Specify the "Copy" command and open the Microsoft Office node. Select "Mailing Lists" in the "Create New Outlook" section and go to the "Mailing Lists" tab of the dialog box that opened the dialog box.

Select the "Select Participants" link in the "Participants" section and call the context menu of the same name with the right mouse button in the next dialog box "Select Members". Specify the "Paste" item and confirm the saving changes made by pressing the OK button.

Print the desired name of the mailing in the "Name" line and return to the "Mailing Lists" tab. Use the Save and Close command in the "Actions" section.

Attention! All steps described below the procedure will be correctly executed only if your computer is within the faculty network (where access to the server is allowed using RPC).

Run.

If you have not yet done this on your computer, the wizard window will appear initial setup Outlook 2007, on the first page of which you just need to click the button Further. Below are pictures made on the basis of the Russian-language version of the program, for the English-language they will be different.

On the next page, select the checkbox. Configure manually server settings or additional server types And again click Further.

On the page Email Selection Set the switch to the position Microsoft Server Exchangeand click Further.

On the page Microsoft settings Exchange field Microsoft Exchange Serverenter exch.chem.msu.ru.and in the field Username - username assigned to you (in the picture eKV.) and click the button Check name.

An additional window should appear on the screen with a query of the username and password. In this window, before the user name, you need to specify the word maildomain. And put a reverse oblique line. In field Passwordenter your password to access the server. So that it does not have to enter each time check box Save passwordand click OK..

Attention! If the username and password you used when entering the system on your computer, do not match those that are set on the mail server, the password window will occur each time you connect to the server.

IN this moment The program will try to establish a connection to mail serverusing the information you entered. If this information is correct and communication with the server is, you will again see the page Microsoft Exchange Settings, but already in the modified form (server name Exch.maildomain.chem.msu.ru.and underlined username). Underline means that your account has been unambiguously identified. Leave the flag installed Use Exchange caching mode (This will allow you to work with mail in the absence of communication with the server and will slightly reduce the load on it), then click Further.

The appearance of the page with the inscription Congratulations! means you have been successfully configured Microsoft Office Outlook 2007to work with Microsoft Exchange Server. Click ReadyAnd the Outlook program will start on your computer.

If you need to change the connection settings to the server, use the item. Setting up accountson the menu Serviceprograms Outlook.. Or run the program post officeof Control panels(Control Panel) Windows systems and click the button in the window that appears Accounts.

MS Outlook Causer → Outlook Basics → What is Outlook?

What is Outlook?

Outlook 2002 is a powerful and comprehensive application management plan application. But every item (this applies not only to software products) It requires introduction to the specifics of this area and demonstrating the general principles of work, technology, etc. In this part, the foundations of Outlook will be considered: from installing an application to direct work with e-mail.

Start a book with a story about working with email we consider incorrect, if not wrong, because Outlook is not an application to work with e-mail. Outlook is the unity of all means related to the management of personal information in which the postal is essential, but still part. Otherwise, it was possible to do and Outlook Express - an application included in the standard package supplied with operating system Windows and are only a postal client.

The first part of the book includes such chapters as:

• Acquaintance with Outlook. This chapter will consider: Setting Outlook, general principles Works in Outlook, as well as an interface and work with the built-in reference system.
• The calendar. You will learn to plan single and repetitive meetings, as well as work with Outlook views.
• Tasks. This chapter provides information on the assignment of tasks and accounting for their implementation, as well as the conversion of elements.
• Contacts. After reading this chapter, you will learn how to create contacts and work with user targeted books.
• Notes. This chapter discusses work with Notes and Microsoft Office Exchange Buffer.
• Diary. You will get acquainted with the automatic and manual leading of your activity in the Outlook diary.
• Outlook today And personal folders. The last chapter tells about the method of storing Outlook elements, creating and using its own folders, as well as about working with file system Computer using Outlook.

Hidden copy in Outlook 2010

Microsoft Outlook is much better than the product than the one that was in Windows XP - Outlook Express.

In Windows 7, this is a full-fledged client and by the way with quite pleasant external interfacethat can not but rejoice.

As in Outlook 2007 and Outlook 2010, create a rule to move all letters from a specific address to a specific folder.

It happens that you are constantly writing from a certain addressee to you on MS Outlook mail and to have fast access They would be advisable to move to a separate folder to them and so that all subsequent letters from this addresse move it automatically. Here, the "Rules and Alerts" function comes to help us.

To begin with, we will create a folder where letters from a particular addressee will move. To do this, click right-click on the "Inbox" folder and in the menu that opens, select "Create a folder".

We specify the name of the created folder and click "OK".

Here we have appeared folder

But the letters themselves will not move there, for this you need to configure the rule. To create the rule with the right mouse click on any letter from the destination for letters from which we want to create a rule and in the menu that opens, select "Create Rule".

In the window that opens, put the ticks, as shown in the figure below

In the next window that opens, you must select the folder you created. That is, we select the folder into which letters from a specific addressee will be moved. Click "OK".

The following message asks whether to perform our new rule for all letters of the current folder, that is, whether the letters have already received from a specific addressee in the folder created by us.

We put a tick as in the figure below and click "OK"

That's it. Rule created. Already received letters from a specific addressee are sorted to the folder created by us and all subsequent letters from this destination will also automatically move to this folder.

I will share with you a small note about how to hide the Outlook 2010 window in the tray. That is, if you need that mail, you have always been open when working with a computer, but did not interfere with another icon in working panel At the bottom (usually the bottom panel). As you can notice the Outlook icon hanging as well as in the tray, so why it will take the precious area with you and generally duplicate, it is especially annoying people who use a large number of programs at the same time.

Actually the program in the tray is literally three presses.

First press You need to exercise on the arrow by turning the tray, it's up to the right, near the clock. Second touch On the Outlook icon, which is located in the tray deployment. Pressing you need to make the right tongue button. Third pressing We make the left mouse button in the words " Sliding rolled"(The action is shown to the left in the picture in my note).

That's all. Now when you will kill the Outlook 2010 program, it will turn into a tray, and you will have more free space. New letters who came will be displayed as a warning near the clock in the lower right corner. By the way, open Outlook by clicking on the icon in the tray with two clicks of the left mouse button.

Using the contact group (formerly - "Mailing List") To send an email message to several people - Project Groups, Commission or just a group of friends - without having to add each name to someone, a copy or SC row separately.

For information about contact groups in Outlook for Mac, see Creating a distribution list or contact group in Outlook for Mac.

additional information

Creating a group of contacts

Note: The participant added to the contact group may be absent in the address book. Its name and email address are included when copying and inserted from an email message.

Adding a group of contacts received from another user

If you received a message that contains the contact group you need, save it to the contact list.

Open an email message containing a contact group.

In field Kom. or Copy Right-click the contact group and select the command. Add to Contacts Outlook.

additional information

Creating a mailing list

Mailing lists by default are stored in the folder Contacts. If you use the account microsoft recording Exchange, the global address list may contain global mailing lists that are available to all network users. Personal listings you create in your folder Contacts, only you are available, but you can

Open an email message containing mailing list.

In the message header, right-click the mailing list and select the command in the context menu. Add to Contacts Outlook.

Sometimes the user needs to be changed, complement, transfer the contact list to the right person, transfer it to an additional device. To make it it was convenient, in the Outlook application there are all the necessary tools.

How to transfer addresses from Outlook

How to export contacts

Data transfer methods vary depending on the Outlook email client version.

Exports of contacts from Outlook 2013

1. To export the data from Outlook 2013, open the program and in the File tab - "Open and Export" select "Import and Export".
2. Postal client will offer possible options. Click on "Export to File".

Select the folder you want to record information.

Set the name to the Saved object and click Finish.

The new CSV file can be checked on the computer by opening it in Excel.

Export contacts from Outlook 2010

1. Open Outlook 2010 and go to the File tab.

   Click "File" on the control panel at the top of the Outlook window

The Outlook parameter window opens. In the left horizontal menu, click on "additionally".

"Export Wizard" will open, here select "Values \u200b\u200bseparated by commas (Windows)" item is another name of the CSV file. Click "Next".

2. Select a folder in which contact information will be stored.
3. Wait until the process of moving information does not end.

When using the contents of the moved contacts in other mail client products, you will need an Outlook (PST) data file.

Export contacts from Outlook 2007

1. To transfer contacts from Outlook 2007, open the program and deploy the File tab. In the list of functions, click "Import and Export".
2. The "Import Master" opens, which will be needed to form a document. Check "Export to File".
3. In the window that opens, select "Values \u200b\u200bseparated by commas (Windows)". Continue by clicking on the "Next" button.
4. Recove the folder that will be placed to save. Click on "Next".
5. Wait for the process of moving.

How to transfer contacts to Excel from Outlook

Regardless of which version of Outlook, after transferring a CSV file to a computer, it can be opened in Excel.

Do not be afraid if you see empty cells in the document. These are the positions that were not filled when the contact was still in Outlook. Not every person prescribes all the information: about home phone, the name of the organization or contact post.

After viewing the transferred file in Excel, do not save the changes when closing. This can destroy the structure of the document and read it will be impossible.

How to import contacts in all versions of Outlook

1. The process of adding a CSV file to mail will be the same for all Outlook versions. This is done in the same way as exports: "File" - "Open and Export" - "Import and Export". In the "Wizard" select "Import from another program or file".
2. 
   
3. After selecting the action, click "Next". Wait for the end of the transfer process.

Import addresses and Internet mail in Outlook all versions

1. To import contacts from Outlook, go to the "Master of Import and Export" again. Select "Import from another program or file".
2. In the window that opens, click "Import Addresses and Internet Posts".
3. Select from two proposed import options "Outlook Express 4.x, 5.x, 6.x or Windows Mail".
4. Click "Next" and wait until the contacts are imported.

Import from another program or file in any version of Outlook

1. After selecting "Import from another program or file", it appears the ability to add contacts from the Lotus Organizer utility, as well as information from Access, Excel or simple text File. Select the program from where you plan to add contacts.
2. A window appears with a choice of parameters. If you want to create duplicates, click on the "Allow Duplicate Creating" item.
3. Select a folder from where you want to take information.
4. Assign a place where data will be stored.

Video: Contact Transfer Instructions

Where the address book is located in Outlook

All information about the address book, messages, calendars and notes is stored on a computer in an archived form. If it is necessary to find, copy or transfer it, it will be useful to know which folders are located the desired PST file:

• disc: / Users /<имя пользователя>
• disc: / Users /<имя пользователя>/ Roaming / Local / Microsoft / Outlook;
• disc: / Users /<имя пользователя>/ Documents / Outlook files;
• disc: / Users /<имя пользователя>/ My documents / Outlook files;
• disc: / Documents and Settings /<имя пользователя>

In the case of using IMAP, Microsoft Exchange or Outlook.com, the location of your email information is the server space. Data is written in PAB format. In this case, you can detect them here:

• disc: / Users /<имя пользователя>/ AppData / Local / Microsoft / Outlook;
• disc: / Documents and Settings.

If you used account Microsoft Exchange Server, then the "Autonomous Address Book" is located at the following addresses:

• disc: / Users /<имя пользователя>/ AppData / Local / Microsoft / Outlook;
• disc: / Documents and Settings /<имя пользователя>/ Local Settings / Application Data / Microsoft / Outlook.

Creating an address book in Outlook

After the address book was created, contacts can be added to it.

How to add contacts to Outlook

Contacts store information about people. You can only enter an email address or fill more informationFor example, phone numbers, a photo of a person, mailing address, work address.

After creating a systematic contact folder, the program will find the first few letters and automatically fill out the email address.

Add contact from email message

First you need to open the received message, right-click on the person name and choose "Add to contacts Outlook." Fill out the required information according to the field names, then save.

Add contact from zero

Video: Contact Adding Instructions

How to create a mailing list in different versions of Outlook

For simultaneous dispatch, several subscribers are recommended to use the "Contact Group" tool.

Creating a mailing list in Outlook 2013

Creating a mailing list in Outlook 2010

In the main menu work program Select "Create a Contact Group" item. Fill important information And save.

Video: How to create a group of contacts in Outlook 2010

In Outlook 2007, run the "File" path - "Create" - "Mailing List" or press Ctrl + SHIFT + L. Fill in the participants information, save.

Select the address book via the "File" - "Create" or use the Ctrl + Shift + L command

How many people can send a message at a time depends on the size of the name files. Approximately, the average number is 100 contacts.

Removing contacts in Outlook

In order for contacts to do not double, do not forget to change the standard parameters for resolving the creation of duplicates to change the standard parameters to "allow creating duplicates" to another item where the option of replacing existing ones is proposed.

If the contacts have already doubled, you can remove them in the "list of contacts" by pressing the "Phones" item. In the field that you opens, you must select duplicate contacts, and then click Delete.

If in the "Contact Settings", remove the checkbox from the "Automatically checking duplicate contacts" section, then when choosing a person, the Outlook program will not track the repetitive business cards.

The main function microsoft programs Outlook is working with email. In addition, it can perform functions notebook and contact manager. After reading how to add, delete contacts and create groups in by mail client Outlook, the user can configure the program as convenient for him, and with its help will remain in touch with friends and colleagues.