Updating Outlook Groups from Excel Lists

Question: I created contact groups some time ago with around 100 names each, since Outlook won’t allow personal group with 300 names (1A, 1B, 1C) I keep the master list in Excel but it has been quite a long time since I updated the groups, and I can’t remember how I can get them updated.

Answer: The easiest way to do this is to have your Excel list open, along with your Outlook contacts.

  1. Open the first group 1A, and remove the names (use Ctrl or Shift keys to select more than one at a time).
  2. In Excel, click and drag the list of email addresses that you plan to include in 1A, and copy (Ctrl C).
  3. Go to your Outlook group and select Add members …from Address Book, and then in the Members field at the bottom of the window, paste (Ctrl V) and click okay. It may appear that the list doesn’t match, because Outlook will probably sort by email address.
  4. Continue this for the remaining groups you need to set up.

Shared calendar permissions

Question: Our department master calendar is kept in Outlook.  All the faculty have access to look at it.  They would like for the students to have access to look at it too (but NOT edit) but the system will not let me give them access.  The message says that the students are outside of our system.  Is there any way to let them look at the actual calendar rather than having to make a .pdf of it and post it to blackboard?  The schedule changes practically daily.

Answer: I would recommend changing the Default permissions to Reviewer, so that anyone can see the events but are not able to edit or add anything. I have this for our CSTTRAIN calendar. However, anyone can see it, so you are not limiting to just faculty or students. But those who are not interested probably wouldn’t be looking for it. In order to give permissions to just specific faculty and students, you would have to add them one by one.

Adding someone else's contact group into my Outlook contacts

Question: Someone sent me a distribution list with names and email addresses and it appears as an attachment. How can I add it to my account as a contact group?

Answer: You’ll be amazed how easy it is. If they sent it to you as an attachment (from their contacts) from the preview pane in Outlook 2010 you can just drag the attachment icon to the contacts icon at the bottom of the screen. Open your contacts and there it will be with the same name.

Learn other timesaving tips in our Email Management and Productivity Tools session on August 13, 2013 from 11 a.m. – noon in Wittson Hall Amphitheater 3034.