Microsoft outlook 2016 groups free. Create a contact group or distribution list in Outlook for PC

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Neither setting exposes your groups to people outside the organization unless you specifically invite them as guests. Tip: Groups are Private by default when they are creating using Outlook on the web.

In coming months, they will be Private by default when created using any of the Outlook apps. Decide if you want new members to follow the group Advanced options. Members who follow the group will get copies of each group message in their personal inbox. Members who are merely joined will have to go to the group’s shared inbox to participate in group conversations.

For more information on creating a group see Create a group in Outlook. For more information about joining a group someone else has created see Join a group in Outlook.

For more information about how to stop receiving group messages in your Inbox or to exit a group altogether see Leave a group in Outlook.

Go to your group in Outlook by finding it on the navigation pane at the left. It should be below your mailbox in the Groups section. Once you’re in your group click Add Members on the Ribbon. If you’re using Outlook on the web click where it says how many members your group has, near the top right of the window, then click Add members.

Type the name or email address of each person you want to add in the field provided. When you’re done, click OK and they’ll be added. Each of them will receive an email message welcoming them to the group and giving them convenient links to access group content.

Tip: If you want to add all of the members of an existing distribution list, just type the name of the distribution list and they’ll all be added in one step. For more information about inviting guests from outside your firm to your group see Guest access in Microsoft groups. For more information on adding or removing members from your group see Add and remove group members in Outlook.

Conversations in Microsoft Groups in Outlook happen in the shared inbox for the group. Users can read and reply to messages, and members can easily search or scroll back through the message history to get caught up on what’s been discussed before.

The shared inbox looks a lot like the personal inbox that Outlook users are familiar with. Each conversation appears separately in the message list at the left and clicking on one will open it in the reading pane. If a user marks a message, or conversation, as read it doesn’t affect how the messages appear for other members of the group so you don’t have to worry that other members may miss an important message.

Tip: A recent change in the way messages are displayed, and counted, in Outlook may have reset the number you see next to your group name in the Outlook navigation pane.

If you want to reset that number to zero you can right-click the group and select Mark all as read. Now that you’ve got your group created, let’s start a new conversation.

You can post a new message by opening the shared inbox for the group and clicking New Conversation on the Ribbon. Or you can simply send an email to the group’s alias. All members of the group will be able to read the new message you’ve posted and any members who follow the group will get a copy of your message in their personal inbox. If you’d like to use Outlook on the web see Have a group conversation in Outlook.

Each Microsoft Group gets a shared files library where you can store, share, and collaborate on documents, workbooks, presentations, or just about any kind of file. Access the files library by going to your group in Outlook on the left navigation pane and click Files on the Ribbon. The files library will open in a browser and from here you can create new files, upload files from your computer and do just about anything else a SharePoint document library can do.

Think about what kind of files would be useful to share with your group, and don’t feel limited to Microsoft Office files. You can also share PDFs, photos or just about any other kind of file that your group would find useful. If you want to invite a guest from outside your organization, see Add guests to a group. Alternatively, select the Members tab and then select Add members. In the left pane, under Groups , select Discover.

If you don’t see Discover , click More at the bottom of your groups list. Once all of your groups are displayed you should see the Discover link. All available groups will be listed in alphabetical order. Select the one you want and click Join. If the group is public, you’ll see a confirmation message and become a member right away. How do you know at a glance whether a group is private?

It’s noted at the top of the group card, as in this example. Select Copy to copy a link to the group to your clipboard. Paste the link into a message to share it with others.

For instructions about joining a group from Outlook mobile, see Use Groups in the Outlook mobile app. Join or leave an Outlook. Create a group in Outlook. Add and remove group members.

Schedule a meeting on a group calendar. Share group files. Leave a group. Search for a group to join On the Home tab, select Browse Groups. Enter a group name in the search box or scroll the list to find the one you want. Click Join. Join a group from an email If you receive an email message from a group that you’re not a member of and decide to join the group, select Join on the group header in the right corner of the reading pane.

In the main Outlook window not in the opened email message , click People on the Navigation bar. Contact groups show up in your list of contacts, along with individual people. You can tell the difference by the icons that appear to the left of the names in List view. The card icon is for individual contacts and the people icon is for contact groups. Finally, you can always add people or remove people from the contact group later. If you have a lot of business or personal contacts that you keep in an Excel spreadsheet, you can import them straight into Outlook.

Unfortunately, you can’t import a list of contacts from Excel directly into a distribution list, but you can import the contacts into your Contacts folder, then use the instructions above to create a distribution list from those contacts. For information about importing contacts from Excel, see Import contacts to Outlook.

Add people to a contact group. Change what appears on the Navigation Bar. Important: Office is no longer supported. Upgrade to Microsoft to work anywhere from any device and continue to receive support. Upgrade now. Create a contact group with new names or add names from the Address Book. If you are adding a new email contact , enter the information for the person in the Add New Member dialog box. In the Address Book drop-down list, click the address book that contains the email addresses that you want to include in your contact group.

In the list of names, click the names that you want, and then click Members. You can add names from different address books to the same contact group. Do this for each person whom you want to add to the contact group, and then click OK. The contact group is saved in your Contacts folder under the name that you give it. Create a contact group by copying names from an email message. In the message that you want to copy the names from, click the names in the To or Cc box.

At the bottom of the Select Members dialog box, in the Members box, right-click, and then click Paste. The member’s name and email address are included when you copy and paste from the original email message. When you receive a message that includes a contact group that you want to use, you can save it to your Contacts. Share a contacts folder with others. Distribution lists are stored by default in your Contacts folder.

If you use a Microsoft Exchange account, your Global Address List can contain global distribution lists, which are available to everyone who uses that network.

The personal distribution lists that you create in your Contacts folder are available only to you, but you can share them by sending them to others. How many names can I include in a distribution list? The maximum number of names that you can include in a distribution list depends on the size of the contact files for each contact themselves.

 
 

 

View and manage your groups in Outlook on the web – Microsoft Support

 
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