Distribution lists are managed in the
module as a special type of contacts. You can create new distribution lists in your personal contact folders or in other users' shared or public contact folders using one of the methods below.If the panel is not expanded, click on the downward-pointing arrow in the
panel section and select from the menu that is opened then.If the panel is already expanded, click on
in the panel section.Creating distribution lists in public and other users' shared contact foldersPlease note that you need the right to create objects for these folders in order to create new distribution lists in other users' public or shared contact folders. If you have not been granted such access rights, a relevant message is displayed after starting the function to create new distribution lists. From this message, you can decide whether you want to create that distribution list in your personal contact folder ( folder), or cancel the function.You can find more information about choosing the desired destination folder and the necessary access rights under the section called “Choosing a destination folder for the new distribution list” of this chapter. |
Regardless of how and from which module you have launched the creation function for the new distribution list, this function call opens the
window where you can now enter the data for your new distribution list. The text entry notifys you that the distribution list is still empty. When you create a new distribution list, be sure to fill in the field , because this field is a required field and must always contain a value.If you forget to fill in the field
, you cannot save the newly created distribution list. Instead, you receive an error message and the field will be displayed with red borders.Naming distribution listsThe names of distribution lists are not checked for uniqueness by Open-Xchange Server - therefore, it could happen that several distribution lists with identical names are created. To avoid this, you should try to enter a very specific name for the distribution list. |
The
option allows you to specify in which folder the new distribution list should be saved; this field is preset to one of the following folders:When you create a new distribution list from one of your personal contact folders => the personal contact folder that was opened during the creation of the new distribution list.
When you create a new distribution list from a public and/or another user's shared contact folder to which you have been granted the right to create objects => the public or shared contact folder that was open while you created the new distribution list.
When you create new distribution lists from other users' public or shared contact folder to which you have not been granted the right to create objects => your personal contact folder (
folder).When you create new distribution lists from another module of Open-Xchange Server, e.g., , , etc. => your personal contact folder ( folder).
When you make a choice, please note that newly created distribution lists can only be saved in contact folders and that you need the right to create objects for saving distribution lists to other users' public or shared contact folders. Hence, the select list displays only as destination folders those contact folders for which you have been granted this right.
If you want to add to the new distribution list contacts managed in Open-Xchange Server in your personal contact folders and/or public or other users' shared folders, click on the function in the panel section.
This opens the
window, where you can select the contacts for inclusion into the list. For this, you enter into the field the name of the contact(s) you wish to add, relevant wildcards (the * or ? characters), or combinations of names and wildcards. Then, use the function to select the appropriate contact folder that you want to search.In the formulation of your search query in the
window, you do not need to pay attention to capitalization. You can use wildcards for many purposes, including:me or *me* => all contacts from the currently open contact folder whose display name, first name or last name begins with "me".
m???r => all contacts from the currently open contact folder whose display name, first name, or last name contains exactly 3 letters between "m" and "r" (e.g., Maier, Meier, or Meyer - but not Mair or Müller).
In order to display the appropriate contacts for a selection, click on
. Please note that only those contacts are displayed for selection whose data contain at least one E-Mail address. The following figure shows an example where all contacts from the personal contact folder are displayed for selection.Contacts with more than one E-Mail addressIf more than one E-Mail address was entered for the contacts, the selection window displays one entry per E-Mail address of these contacts. You can thus use the distribution list to send a message to several E-Mail addresses of a contact at the same time (for example, to the business and private E-Mail address). Whether or not you really do this is not yet determined at this point of the process, because you have only displayed here the potential members of your distribution list. However, you still have not made a final selection - this happens in the next step. |
In the next step you add the desired contacts. If you would like to add all contacts displayed in the selection window to the distribution list, click on
.If you want to add only some of the displayed contacts to the distribution list, select the contacts to be added in the selection window (for a multi-selection hold the
or ) and then click on . This adds the E-Mail addresses of the selected contacts into the field.If you have made a mistake in selecting the contacts, you can clear the
field with the function. Please note that the function removes all selected contacts from the field. If you want to remove only individual contacts from the selection, click into the field of the already selected contacts and remove the undesirable entries.If it is not possible to select all contacts you want to add to your new distribution list with only one search, perform successive searches - with appropriately different search criteria - until you have included all desired contacts into your distribution list.
You end the process of finding internal contacts and adding the selected contacts of the distribution list by clicking on
in the window. If you would like to discard your selection, click on .After you confirm your choice with
, the distribution list table shows the newly added internal contacts as well as their E-Mail addresses.If you do not want to insert any external contacts to your distribution list, you can conclude the creation process for the new distribution list at this point. For this, click on the
icon in the panel section.The result is that the newly created distribution list is added to your contacts - please note that an icon distinguishes distribution lists from individual contacts:
If you want to add to the new distribution list contacts that are not managed in Open-Xchange Server as external contacts, click on the function in the panel section.
This opens the
window, where you can enter the data of the external contact you wish to add. You create a new external contact by entering name and E-Mail address of the contacts and then transferring your inputs into the field when you click on .Repeat this step for all external contacts you would like to add to your distribution list.
If you have made a mistake in entering the contact data, you can clear the
field with the function. Please note that the function removes all selected contacts from the field. If you want to remove only individual contacts from the selection, click into the field of the already selected contacts and remove the undesirable entries.You end the process of finding external contacts and entering their contact data to the distribution list by clicking on
in the window. If you would like to discard your selection, click on .After you confirm your choice with
, the distribution list table shows the newly added external contacts as well as their E-Mail addresses.If you do not want to insert any other contacts to your distribution list, end the process of creating the new distribution list and save your inputs using the
icon in the panel section.