Distribution Lists

Enquiry Agent allows you to create distribution lists. A distribution list is a list of people who you reguarly send emails, e.g. all those people who attend the Project Board, or all those people who receive your project status report. An email can be sent to the distribution list and will go to all the people in the list. These lists are stored and so can be used again and again.

These lists are personal lists and can only be used by the current user of Enquiry Agent.

To use lists, click on the "Lists" button:

To look at a list, click on it in the left hand section. All the people in the list will be listed on the right.

To email a list, again select it in the left hand section and click the To button. This will add all the people in the list into the email message.

Creating a list

Click on "Create List". This will display the following box:

Type in a meaningful name for the list and, if desired, enter a short description of the list. Click "OK". The list will be created and displayed.

Editing existing lists

To rename a list or alter its description, select the list and click "Edit". The name and/or the description can be edited. Click "OK" to save the changes.

Deleting a list

To delete a list, select the list and click "Delete List". A prompt will be displayed to ensure that you want to remove the list. If so, click "Yes" and the list will be deleted. Click "No" if you do not want to remove that list.

Adding people to a list

• To add a person to a list, first locate the person by either performing a search, or by browsing the Folders, or in the History. Click the person to select them.
  
  
• Go to the Lists page by clicking the "Lists" button.
  
  
• Click "Add Address". You will now be prompted to choose the list you wish to add the person to. Select a list.
  
  
• A confirmation message will be displayed telling you that the person has been successfully added to that list. Click on the list to view the list content.
  
  
• Multiple people can be added to a list at the same time by selecting any number of people. Do this by by clicking the first person, then holding down the CTRL key and clicking other peopleand then adding these to the list in the usual way.

Removing people from a list

• Select the list you wish to remove a person from.
  
  
• Select the person in the right hand section.
  
  
• Click "Remove Address". You will be prompted to see if you really want to remove that person. If so, click "Yes" and the person will be removed. Click "No" if you do not want to remove the person.

To convert existing Outlook personal distribution lists, see Converting Outlook Lists.