Dynamic Distribution Lists in Outlook
What are Dynamic Distribution Lists (DDLs)?
The Dynamic Distribution Lists, which are accessible via email address book, will be managed globally, with information maintained by Human Resources. This information includes the staff member’s Department/Division/Section for which they work and the work Location that had been assigned when hired. These email address lists will help streamline communication within our organization. The Dynamic Distribution Lists have been designed to enhance efficiency, accuracy, and ensure that information reaches the right individuals.
To access the outlook address book please follow the steps below.
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Accessing the Address Book:
- Open Outlook on your computer.
- Either click on "Address Book" or "To" in an email.
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Selecting the Global Address List:
- In the Address Book dialog box, ensure that the drop-down menu is set to "Global Address List."
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Searching for Lists:
- Now, you can search for the specific lists you need. Remember, all Dynamic Distribution Lists will start with "COB."
In addition to this new Dynamic Distribution List, you will continue to have access to Personal Distribution Lists, and Global Distribution Lists.
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Dynamic Distribution List:
- Available to all users via the Address Book,
- Automatically generated based on user details managed by Human resources,
- Generated by using specific criteria (e.g., department, division).
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Global Distribution List:
- Available to all users via the Address Book,
- Manually maintained by the owner of the Global list,
- Can contain external email addresses,
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Personal Distribution List:
- Only available within your personal Outlook Address Book,
- Personally maintained in your Outlook address book,
- Can contain external email addresses,
Dynamic Distribution Lists in the Address Book examples: The Dynamic Distribution lists have been organized for easy access in the address book. For instance, these lists start with "COB" and are categorized as follows:
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COB.DEPARTMENT.{Department Name}
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COB.DIVISION.{Division Name}
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COB.SECTION.{Section Name}
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COB.LOC.{Location Name}