Whether you manage the email account on a personal or corporate level, the common is to send messages to contacts for various purposes. At a certain moment, you will need to send more than one person at a time and if this action becomes customary, it is best to create a group where the recipients are ordered.
This feature is among the Outlook features to make your affiliates’ work easier. Before it was known as a distribution list, however in the updates they were designated the new name and it is still present in the inbox.
To help you configure and program this function, we have created this course in which We will talk about the usefulness of contact groups in Outlook, how to create them, and some tips to keep your inbox organized.
What are contact groups and what are they for in Outlook?
The contact groups are email lists for send mass messages without the need to add one by one to each address in the respective boxes of the inbox. It is important to clarify that if you want to make a change in the group, it must be done manually, since they are not automatically reflected in the list. Setting up a contact list time is saved by making a single selection.
I know increases productivity at work and I also know avoid sending an email by mistake to the wrong person. Since the recipients are already loaded in the group. It should also be noted that, contact groups help you organize your agenda, creating lists of friends, co-workers, family or any other you decide to open. All of them will appear in your inbox and are very easy to get.
Each list can contain up to a thousand contacts, depending on the version of Outlook that is being used and the memory available for this purpose, since as data is added to complete the file, the capacity decreases:
How to create contact groups in your Outlook account
How did you realize creating a contact group gives you speed and efficiency when using email, regardless of the assignments you have to fulfill.
From now on, we are going to leave you the step-by-step guide to configure the list without making any mistakes:
- Login to Outlook with your email address and password.
- click about “Contacts”.
- In the navigation menu, click on the icon that shows some silhouettes of people.
- Now go to “My contacts” to select the folder where the group being created will be saved.
- In the options that appear, select “New group of contacts.”
- Put a name the group.
- Click on “Add members” and start inserting people from your contact book.
- If the person is not saved, tap “Add members.”
- Once the process is complete, press “Save” and “Close”.
If after creating the group, you want to edit it and include new contacts, you must do the following:
- Locates “Contacts” and open it.
- In “New contact” three lines appear that when you touch a small menu opens in which you will mark “Owner”.
- There you go to select the group in which you want to add new contacts.
- Login to “Manage group members.”
- There you put the addresses of the people you want to add.
Other actions to better organize your Outlook email
The email order depends on each Username. Ideally, whenever we enter on any device, be it mobile or desktop, we can do it easily, pleasantly and with the fewest possible inconveniences. To do this, it is advisable to carry out actions that contribute to the organization.
Here are some of them:
Create folders
The folders They are one of the main forms of organization in Outlook. You can send the emails to them to decongest your inbox and keep messages as few as possible.
If you want to create one, follow these steps:
- In the inbox, right-click and select “New folder”.
- Give it a name and press “Enter” on the keyboard.
- Thus, you will already have a new directory in which to save the messages.
- For pass an email to the new folder, select one from the inbox.
- Drag and drop it in the folder.
Create mail filters
The rules in Outlook are Personalization features used to divert emails that arrive in the inbox at a certain directory. The special format that is assigned will work for all messages from a particular recipient or a defined subject. You should select rule conditions in the configuration and the actions to take. They will be executed in the order given to them within the inbox.
To use the filters, follow these steps:
- Choose “Filter mail” from the inbox options menu.
- Once selections, Outlook will start search based on the criteria that has been assigned.
Archive emails
One of the folders found in Outlook is to archive. There you can send the important emails that you don’t want to delete, although you can remove emails from the main inbox.
The discarded emails will be available for future consultation:
- For use this function, what you should do is select the message, mark with the right mouse button and choose “Move to” and then “Archive”.
- To see them again, what you do is select the folder “Files”.
Use favorites
Mark emails as favorites is an option for have those that require immediate attention at the top of the inbox. In this way we will have the most urgent things at hand and nothing will escape. To add a folder to favorites, click on the one you want to send and check the option “Add to Favorites”. The moment you no longer need it there, you simply remove it by pressing “Remove from favorites.”