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Get Emails Out Faster Using Group Names As Addresses

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Distribution lists are used all the time in business to route items that need multiple people to review them. Have you ever wished you could send a single email to multiple people without having to enter all those email addresses?

This would certainly speed up your sending process. If this seems like a desirable option, then check the help feature of your email application for groups. Most email tools that have an address book feature also allow you to set-up a collection of addresses where you can just type the name of the collection as the primary address in the “to” or “copy” fields. Then each address in the collection will automatically get a copy of the email. Some tools will require you to type in (or copy/paste) the addresses for the collection and others may allow selection of addresses to include from your personal or public address book within the tool.  Most emails tools refer to this collection of email addresses as building a group name or email distribution list.

You may want to research the group idea to set up an address collection for teams, newsletter subscriber lists, or other types of email address collections where multiple people would want to get the same information via email. Since each tool may call this address collection feature something different, you will have to search using different key words to find out how to do this in your email tool. You may want to try searching multiple times through your email tool’s help by trying different terms until information is found that explains how to set up a group name with associated email addresses. For example a few keywords to try for different tools are: for Lotus Notes or Google Mail use “Group”, for Netscape use “List”, for Outlook use “Distribution”, and for Yahoo use “Category”.  If you don’t find out how to do this immediately in the email help, rather than giving up the best thing is to start with the word group and then try the above words or multiple synonyms for them. The next best thing is to open your favorite search engine on the internet and type in the name of your email tool and the words “group email.”

If you already use distribution lists in your business to route items to multiple people, then you should understand why group names are desirable. Understanding this simple email option for sending a single email to multiple people easier and faster is relevant to every professional. Take the time to investigate setting up groups by checking the help feature of your email application. 

Shirley Lee

Meet the Author Shirley Lee

Shirley Lee has written 73 Articles on Small Business Delivered.

Shirley Fine Lee is a author/consultant/facilitator who helps organizations increase the capacity of employees, systems, and communications to produce results. Her book, "R.A!R.A! A Meeting Wizard's Approach" is a must-have guide that demonstrates effective meeting planning and management

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