If you’re like me, you’re always creating different distribution lists to ease regular e-mailing. I’ll have them for my boss’s direct reports, for his Chamber of Commerce contacts, for the Board of a non-profit he’s on. Invariably, someone will realize I have the list and want to use it. Sharing a private distribution list is actually quite easy.
When the person receives the e-mail, all they need to do is reverse Step 4. Drag the Distribution List from the e-mail to the Contacts list.
That’s it. I told you it was easy.
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Will this work if you want their copy of the distribution list to update as you add/delete people from your master list? I’ve been trying to figure out a way to do that for over a year!
Thanks!
Hi, Anna. Thanks for the question.
You won’t be able to update their copy of the distribution list, only your own. These instructions apply only to private distribution lists. If you have a list that multiple people need to use, then you should have a public distribution list. You’ll need to contact whoever manages your e-mail server to set that up since you have to have special permissions to create and maintain a public list. You can also restrict who has access to a public list if you don’t want everyone to use it. If you are unable to set up a public list, then you’ll have to e-mail the updated distribution list to anyone who uses it every time you update the list. That’s what I had to do with one of my boss’s management team list. It was considered too small and selective to be a public list by the e-mail administrator, so I would make changes to it and then e-mail the updated list to the team whenever I made changes.