Creating a Contact Group in Outlook is an excellent way to streamline workflow for anyone who sends e‑mails to multiple recipients on a regular basis. This is particularly useful when you have teams of people that you need to contact. When you create a Contact Group in Outlook, you add the names of multiple recipients to a list, which can then be saved for future use. When creating the Contact Group, you may select recipients from your personal contacts, the global address list, or you may input new information from scratch. The next time you want to address an e-mail to those recipients, you simply address the e-mail to the Contact Group, instead of each individual recipient.
You may further streamline workflow by creating a Contact Group that contains other Contact Groups; Groups within a Group, if you will. As an example, perhaps you have 10 Contact Groups created for each department in your organization, representing over 150 employees. However, you also need to send e-mails to each individual employee on a regular basis. You don’t want to address the e-mail to each person individually, nor do you want to address the e-mail to 10 different Contact Groups. Instead, you create a new Contact Group for the entire organization and simply add the pre-existing Groups for each department. If for any reason you need to protect the privacy of the individuals in the Contact Group, you can add the Contact Group to the BCC field, which will be discussed in the next post.
The next time you have an e-mail that needs to be sent to multiple recipients on a regular basis, consider creating a Contact Group first, then use that Contact Group each time you need to send an e‑mail to those specific recipients. You will save time and energy in the long run and work more efficiently in Outlook as well.