Creating distribution lists
Prev Chapter 4. Contacts module Next

Creating distribution lists

The following instructions shows how to create a new distribution list. The following chapters include detailed instructions on steps 5-7.

Note: If you want to create a new distribution list in a public or shared contact folder you need to have the folder permission for creating objects.

How to create a new distribution list:

  1. In the New panel section click the Further functions icon .

  2. In the menu click Distribution list. The Distribution list window will open.

  3. If need be, select a contact folder by clicking the Folder button and selecting a contact folder.

  4. In the Name input field enter a name for the distribution list.

  5. If need be, add contacts from an address book.

  6. If need be, add contacts as user-defined entries.

  7. If need be, remove a contact from the distribution list.

  8. Click the Save icon in the panel. The window will close.

Result: The distribution list is created.

If you do not want to create the distribution list click Cancel in the Window panel section.

Tip: The Distribution list function can also be invoked from within other modules in the New panel section.

Adding contacts from an address book

How to add contacts from an address book in the Distribution list window:

  1. In the Contact panel section click Add from address book. The Select contacts window will open.

  2. If you want to select a different address book than the global address book, click the Contact folder button. Click a folder in the Select contact folder window.

  3. If you want to view a particular selection of participants or resources, enter a character string in the input field next to Search. Click the Search button.

  4. Select one or several participants from the list.

  5. To add the selection as participants click the Add selection button.

  6. If need be, you can correct the selection by clicking the Clear button and repeating the selection.

  7. To accept the selection click OK. If you do not want to accept the selection click Cancel.

Result: The names and E-Mail addresses of the selected contacts are entered in the distribution list.

Adding contacts as customized entries

You can add contacts that can not be selected from a groupware address book as customized entries to the distribution list.

How to add contacts as customized entries in the Distribution list window:

  1. In the Contact panel section click Custom form. The External E-Mail window will open.

  2. In the Name input field enter the name of the external contact.

  3. In the E-Mail input field enter the E-Mail address of the external contact.

  4. If you want to view a particular selection of participants or resources, enter a character string in the input field next to Search. Click the Search button.

  5. Click the Add button. The name and E-Mail address are entered in the list.

  6. If need be, add further entries by repeating steps 2-4.

  7. If need be, you can correct the selection by clicking the Clear button and making the entries again.

  8. To accept the selection click OK. If you do not want to accept the selection click Cancel.

Result: The customized entries are added to the distribution list.

Deleting contacts from the distribution list

How to delete contacts from the distribution list in the Distribution list window:

  1. Select an entry from the list.

  2. In the Contact panel section click Delete.

Result: The entry is deleted from the distribution list.

Prev Up Next
Creating contacts Home Managing contacts