Tuesday, August 06, 2013

Distribution lists or Groups for your Mac Mail App

Often we send out emails to all members of our family. It is convenient to use a distribution list or group that is automatically filled in the To, CC or BCC field in the message window of the Mail app.


Creating a group in your "Contacts" or address book on your Mac can be accomplished by several methods:

Method 1:

Step 1: Click on Contacts icon in your tool bar.

Step 2: Select New Group option under the File menu along the menu bar

Step 3: Select the "untitled group" title and type in the name for your group that will be easy to remember when you get ready to do your mass or group mailings.

Step 4: Next click on All Contacts, scroll through your list and select members for your group. You can use Command key to select multiple names.

Step 5: After you have selected those members you want in your group or distribution list, then click on one of the highlighted areas of one of the members and drag all of them into the left-hand side of the window to drop them into their group.


Method 2:

Step 1: Click on Contacts icon in your tool bar.

Step 2: Click on "All Contacts" on the left-hand side of window to view all the names of contacts you have in your address book. Scroll through your list on the right-hand side and select members for your group. You can use Command key to select multiple names.

Step 3: Go up to the File menu and click on "New Group from Selection" opton. All the members names should appear in the list on the right-hand side. Enter a name for your group.


You can now send emails to all members of a group by simply typing the name of the group in the "To:" "CC" or "BCC" field of an email message. The Mail app will then fill in a list of the email addresses of its members.

When Mail does this, by default the primary email address for each contacts in the group will be used. The primary email address for a contact defaults to the first one listed on that member's contact page. If someone in your group has multiple email addresses, then the first one listed will be used. If you wish to use an alternate email address for this member, you can change this by using the Edit Distribution List under the Edit menu.

If a member has multiple email addresses they will appear and you can select the preferred email to assign to that person in your distribution list. If the member just has one email address, no change options are offered.

If you want to use distribution lists on your iPad or iPhone, then refer to an earlier blog that I posted for an app to assist with that problem (see link below):

http://grannyjoans.blogspot.com/2011/05/sending-group-emails-via-iphone-mail.html

1 comment:

Silvester Norman said...

It is a good idea to group all the contacts of user to provide them a more systematic approach to communicate between them.

Thanks
Silvester Norman

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