Manage contacts & to-do's on a Mac

Add and manage contact groups

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A contact group, also known as a Distribution List (DL), is a group of email addresses collected under one name. When you send an email message to a contact group, everybody in that group gets the message.

Create a contact group
  1. Select People > New Contact Group.
    New Contact Group

    Note: If New Contact Group is greyed out, select Outlook > Preferences > General, and then clear the Hide On My Computer folders checkbox.

  2. Enter a name for the contact group.

    Note: To prevent anyone from seeing the addresses of other group members, check the Use Bcc to hide member information checkbox.

  3. To Add a person to the group from your contacts, select Add Add , and type the person's email address.

  4. To remove a member, select the member's name, and then select Remove Remove .

  5. Click Save & Close.

    The group appears in your Outlook contacts in the folder named On My Computer.

Delete a contact group
  1. Open the group and select Delete.

Send a message to a contact group
  1. Select the Mail icon Message or select Mail Mail .

  2. Select New E-mail.

  3. In the To field, select the name of the contact group.

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Create a contact group in Outlook 2016 for Mac

Let's create a New Contact Group, that is, one unit consisting of multiple email addresses so that when we address an email, we can only send it to that one unit, and the copy of the email will go to everybody that's in that group.

To create a new contact group, in your contacts, from the Home ribbon tab, choose New Contact Group.

The first thing we need to do is give the group a name. I'll call this one Networking Group.

Now we need to add members to our group.

I'll click Add Members.

There's three choices: from our Outlook Contacts, that is, the contacts that we created in the previous video, from our company's directory, or we can also create a new contact, one that's not currently in our contact list.

Let's choose one to start from our Outlook Contacts.

As you can see, here's the contact that we created in our last video, and these are the other people that's already there.

I'll select that person, click Members, and then click OK.

I can add additional members by selecting their name, and clicking Members again.

If I decide I don't want a person's name in there, I can move my cursor to the end of their name and hit the Delete key.

When I have everybody in there, I'll click OK, and I've added my first member.

I'll click Add Members again, and this time let's choose somebody from our company address book.

As you can see this time, it's pulling it from the Global Address list.

I'll choose Lesley's name, I'll click Members, and then I'll click OK again.

Finally, let's add somebody completely new.

I'll choose Add Members, and this time I'll select New Email Contact.

I can put in their name and their email address.

I can choose whether or not I want to automatically add that person to my contacts.

I don't have to, I can keep this name only in this group itself.

I'll click the OK button, and now my networking group contains three email addresses.

I'll click Save & Close on the top left-hand side, and here I can see my group has been created.

Let's create a new email message to that group.

I'm going to go back to my inbox by clicking the Envelope icon on the bottom left-hand side of the screen.

I'll click New Email at the top left-hand side of the screen, and to address it, type the first few characters of the group.

As you can see, it immediately came up.

If you can't remember the name of your group, that's OK.

You can click To, Change to your Contacts, click the drop down arrow next to Address Book, Change to your Contacts, and here in boldfaced, you can see your group.

You can also tell it's a group because there's multiple contacts in the icon itself.

I'll select it, click To, click OK, and now my email has been addressed properly to this new group.

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