How To Create A Distribution List In Lotus Notes 9

MAIL AND ADDRESS BOOK

Creating mailing lists in your address book
You can create a mailing list to address messages to a group of people instead of addressing messages to each person individually.

A mailing list is a type of group used for mail only. You can create groups in your address book, and then address new messages to a group and schedule meetings with a group. Group documents are displayed in the Groups view.

The names in a group point to contact information for each person, so if a person's address or phone number changes, you don't have to change that information in each group the person appears in. Groups can also contain other groups, or addresses without names.

Note You cannot export a group as a vCard file. To create a vCard file from a group, print the Group document so you can see all the names, select the names in the Contacts view, and export as a vCard file from there.

To open your address book, click this icon in the Bookmark bar.

To do this	Do this
Create a mailing list	Do one of the following: To create a mailing list of contacts you already have, open your address book and select the contact names you want. Then choose Actions - Tools - Copy Into New Group. To create a mailing list of mostly new people, open your address book, and choose Actions - New - Group. Enter a name in the "Group name" field. (Optional) Under "Group type," select "Mail only." (Optional) If you have many lists and want to manage them with categories, enter one for this group in the Category field. (Optional) Enter a brief description in the Description field. Enter people's names in the Members field. After each name, press ENTER or type a comma. To select contact names from an address book, click the button to the right of the field. Click "Save & Close." To see the mailing list, open your address book and click the Groups icon in the navigation pane.
Address a new message to contacts in a mailing list	Open your address book and click the Groups icon in the navigation pane. Select the list and choose Actions - Write Memo. Notes adds the mailing list name in the To field of the new message. Note To use the group name in the cc or bcc field instead, cut and paste it.
Create a mailing list from a message, meeting invitation, or To Do item	Open the message, invitation, or To Do item. Choose Actions - Add Recipients - to new Group in Address Book. Enter a name in the "Group name" field. (Optional) Change the type in the "Group type" field to "Multi-purpose" if you want to use the group as both a mail and access control group. (Optional) Enter a brief description in the Description field. (Optional) To leave someone off the mailing list, click the person's name in the Members field. Click OK. To see the mailing list, open your address book and click the Groups icon in the navigation pane.
Edit a mailing list	Open your address book and click the Groups icon in the navigation pane. Select the list and choose Actions - Edit Group. Make your changes and click "Save & Close." Note If you want a new list that's similar to but not the same as an existing one, edit the first group and select and copy all the names. Then create a new group, paste the names into it, and make changes.
Sort names alphabetically in a mailing list	Open your address book and click the Groups icon in the navigation pane. Select the list and choose Actions - Edit Group. Click "Sort Member List." Click "Save & Close."
Delete a mailing list	Open your address book and click the Groups icon in the navigation pane. Select the list and choose Actions - Delete Group. Choose View - Refresh and select Yes.
Schedule a meeting with the people on a mailing list	Open your address book and click the Groups icon in the navigation pane. Select the list and choose Actions - Schedule Meeting. For more information, see Scheduling a meeting .
Let other people in your organization use one of your mailing lists	Ask your Domino administrator to help you create the list as a public list, so that you and the other user will both have the most current version of the list at all times. You can also send a list to someone as described below, but then you will both have to manage changes to the list.
Send a message to a (personal) mailing list without revealing the list names to any of the recipients	Create a message and choose Actions - Delivery Options. On the Basic tab, select "Do not expand personal groups." For more information, see the topic Specifying delivery options for mail.
Expand a personal mailing list name to all recipients before sending, so you can examine names or omit or add names for this message	In the open message, with the cursor in the field that contains the list name, choose View - Refresh. Then edit the list of names. Keep in mind that any changes are used for only this message, not saved in the list document.
Send or forward a personal mailing list to someone else	If the recipient uses Notes mail: Create a temporary message to the list. Expand the names in the list as described above. Select all the names in the To field and choose Edit - Copy from the main menu. Paste the names into the body of the message. Delete the list from the To field and enter the names of the people to whom you want to send the list. Send the message. If the recipient does not use Notes mail, select the contact documents for the people in the list and export the contacts as vCard files , then attach and mail them. You can also copy and paste Internet addresses (for example, jqpublic@acme.com) and mail them to non-Notes users, but Notes mail addresses (for example, Jane Q Public/Acme/Sales) will not be useful.

See Also

Adding contacts to your address book

Selecting addresses from an address book