Editing a Distribution List

Editing a Distribution List

There are two alternatives when working with distribution lists:

A special interface, which can be accessed by selecting Office ® Administration ® Distribution lists or Extras ® Distribution lists
The interface for editing documents in the relevant folder.

The distribution list functions Display (header and contents), Change, Move, Copy and Print all correspond to the same functions for editing documents.

Procedure

Call the distribution list and select Change.

Function	Menu path	Description
Displaying personnel data for entries	Extras ® Display entry	The address data for the selected user is displayed.
Expanding a Distribution List	Extras ® Expand DL ® Expand. entry. completely or Expand entry or Expand DL completely	Distribution lists which have been included in other distribution lists can be expanded to display all the entries. Expand entry compl. The selected distribution list is expanded to display all entries. Expand entry The selected distribution list is expanded to display the first level of entries. Expand DL compl. A flat list of users is displayed. Private distribution lists which are included in shared distribution lists are always expanded automatically.
Exporting a Distribution List to PC	Document ® Move ® Ext. export	Distribution lists can only be exported to PC using the Extended export function.
Displaying the number of recipients	Extras ® No. of recipients	The number of recipients is displayed. This number includes recipients in other distribution lists which have been included in the original list, although the other distribution lists are not included.
Combining a Distribution List	Extras ® Combine	The selected entries are combined to create a new distribution list.
Combining and Replacing a Distribution List	Select Extras ® Combine and replace	The selected entries are combined to create a new distribution list and displayed in the old distribution list as a single entry.
Entering your name in (or deleting your name from) a subscription list	Extras ® Subscribe or Cancel subscription	This function is not available for administrators. If you are an administrator, select Change and enter your name.