Remove names from a distribution list before sending an item

An e-mail message or meeting request sent to a distribution list goes to all recipients included in that list. To send something to only part of a distribution list, you must edit the list manually to remove the names you don't want included.

What do you want to do?


Send a message to part of a distribution list

  1. Open a new message.
  2. Click To, and then in the Search box, type the name of the distribution list.
  3. In the Name list, single-click the name to highlight it, click To to place it in the "To" line, and then click OK.

ShowWhy don't I see the Name list in the Address Book?

You may have used the More columns search option the last time that you used the Address Book. To restore the name list view, click Name only next to Search.


  1. In the message, in the To box, click the plus sign (+) next to the name of the distribution list to show the list members, and then delete the names that you do not want the message sent to.

 Note   When you expand the list, the distribution list name is replaced in the message's To line with all the individual names on the list. You cannot collapse the list again in a message once it's been expanded.

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Send a meeting request to part of a distribution list

  1. In a new Meeting Request, in the Scheduling Assistant, click Add Attendees.
  2. In the Search box, type the name of the distribution list.
  3. In the list below, click the name, and then click Required. Click OK.
  4. In the All Attendees list, click the plus sign (+) next to the name of the distribution list to show the individuals on the list.
  5. Clear the check mark next to the name of each person whom you do not want to send the meeting request to. When you switch back to the Appointment view, only the names that you didn't remove will appear in the To box.

 Note   When you expand a distribution list, the distribution list name for this invitation is replaced with all the individual names on the list. You cannot collapse the list again in an invitation once it's been expanded.

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Applies to:
Outlook 2007