Use the To Distribution List window to manually create and edit a distribution list of multiple email addresses. Use the manual method of creating an email distribution list when you have a group of recipients who do not have any parameters in common such as file name, or email type. For example, you can create a distribution list based on recipients who are in the plumbing or heating industries.
Keep in mind that once you add an email address to a distribution list, the only place you can edit it is on the To Distribution List window. You can use the distribution list in the To, CC, and BCC fields. Using the BCC field hides the email addresses from all recipients. Use the Email BCC List Size control maintenance record to limit the number of email addresses you can add to the BCC field.
Note: You can enter and edit information in any email address field, however, the system does not let you advance if you have entered an invalid email address.
You can enter email addresses either by using the File > Recall List menu option or by entering email addresses manually. The system accepts either commas (,) or semi-colons (;) for entering multiple email addresses.
To create an email distribution list:
From the System > System Programming > Add-on Products > Outbound Email menu, select Email Send to display the Send Email window.
From the Distribution Lists menu, select Distribution Lists: To to display the To Distribution List window.
In the Email Address column, enter the email address for the individual.
In the Recipient column, enter the name of the person associated with the email address.
Repeat steps 3 and 4 until you have listed all the email addresses needed.
Click Save List and do one of the following:
Select from a list of distribution list names.
Enter a name up to 15 characters long.
At the prompt, type a name by which to identify this list and click OK.
Click OK to return to the Send Email window.
The word *Multiple* displays in the To field, indicating that a distribution list has been selected.
Create an email to send or exit the window.
From the System > System Programming > Add-on Products > Outbound Email menu, select Email Send to display the Send Email screen.
From the Distribution Lists menu, select Distribution List: To.
Use the Recall button to display the Recall List prompt.
In the Select Work ID field, enter or select a distribution list and click OK.
Edit the list as needed and click Save List.
At the Save list as prompt, press Enter to save the list under the current name or type a new name.
Click OK to return to the Send E-Mail window.
The Send Email screen displays with the word *Multiple* in the To field, indicating that a distribution list has been selected.
Create an email to send or exit the window.
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