Custom Forms
In Outlook

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Use a Custom Form in place of a Distribution List

A distribution list is just that: a list. You can't allocate some addresses in the list to the To field and other addresses to the Cc or Bcc fields. If you need to separate recipients into different address fields, you must enter the addresses individually, rather than as a group.

There are, however, a couple of techniques you can use to simplify the process for situations in which you need this ability often.

For instance, you could split the distribution list into two or three separate lists. This approach works well if the To, Cc, and Bcc fields generally receive the same addresses each time.

A second approach is to create a custom form that has the address fields already filled in with the appropriate individual addresses.

Follow these steps to create a custom form:

  1. From the Tools menu select Forms 4Design A Form.

The Design Form dialog box is displayed.

  1. Select Message.

  2. Click .
     

  3. If you need the Bcc field in the form:
    Select All Mail Fields from the drop-down list in the Field Chooser dialog box

and drag the Bcc field to the form.

  1. Resize and reposition controls as needed.

  2. Double-click the text fields for To, Cc, and Bcc, and add the addresses as needed.

  3. From the Tools menu select Forms4Publish Form.

  4. Select a location available to the users, and click Publish.

  5. Click Yes when prompted to save the form definition.

Using the form

When a user needs to send a message using the form:

  1. From the Tools menu select Forms4Choose A Form.

  2. Select the form.

Users can add additional addresses, text, or attachments, and send the message as usual.

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