Email Distribution Lists

Email distribution lists are groups of email addresses that are frequently emailed together, such as All Event Managers or All Catering Staff. Distribution lists allow you to send an email to an entire group of people by typing the name of the group in the To field on the Email screen rather than typing in each individual address.

Add a Distribution List

1. Click the Email Distribution Lists link from the Main Menu. The Email Distribution Lists screen opens.
2. Click the Add button. The Add Email Distribution List screen opens.
3. Enter the name of the distribution list into the Description field.
4. Enter a unique alphanumeric code into the Code field.
5. Select the Recipients tab.
6. Click the:
   • Manage Recipients button to add existing email addresses. The Manage Email Recipients screen opens.
     • Select the recipients for the list. Use Ctrl+Click or Shift+Click to select multiple recipients.
     • Click the single right arrow button to move the selected recipient(s) to the Selected section of the screen.
     • Use the up and down arrows to the right of the Selected section of the screen to change the order of the recipients.
     • Click Save. Return to the Edit Email Distribution List screen.
   • Click the Add Email Recipient button to add an email address that does not exist. The Add Email Distribution Recipient screen opens.
     • Enter the name for the recipient into the Name field.
     • Enter the email address for the recipient into the Email Address field.
     • Click OK. Return to the Edit Email Distribution List screen.
7. Click OK.

Change an Email Distribution List

You can change the information for an email distribution list after you have created it. When you change the information for an email distribution list, it does not update already existing data. The new information is used only when using the email distribution list moving forward. 

1. Click the Email Distribution Lists link from the Main Menu. The Email Distribution Lists screen opens.
2. Select the distribution list to edit.
3. Right-click and select Edit. The Edit Email Distribution List screen opens.
4. Update the necessary information,
5. Click OK.

Delete an Email Distribution List

If you no longer use an email distribution list and don't want to keep a record of it, you can delete it. You cannot undo the delete process.

1. Click the Email Distribution Lists link from the Main Menu. The Email Distribution Lists screen opens.
2. Right-click on the distribution list to delete.
3. Select Mark for Delete.
4. Click the Save button.