Manage contacts

Create and use contact groups

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If you often email a group of people, create a contact group in Outlook so you only need to email that contact group instead of individual emails.

Create a contact group

  1. On the Navigation bar, choose People People .

  2. Select Home > New Contact Group.

  3. In the Contact Group box, type the name for the group.

  4. Select Contact Group > Add Members Add Members , and then select an option:

    • Select From Outlook Contacts.

    • Select From Address Book.

    • Select New E-mail Contact.

  5. Add people from your address book or contacts list, and choose OK.

  6. Choose Save & Close.

Send an email to a contact group

  1. Select Home >New Email.

  2. Select To.

  3. In the Search box, type the name of the contact group.

  4. Double-click the name to add it to the To box, and then select OK.

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Create a contact group

Add people to a contact group

Send an email message to a contact group

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 Leslie'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 E-mail 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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