A quality IT managed service provider is capable of achieving many things for your business. From network design and Internet setup, to cloud-based phone systems, a good IT service can help a business solve most any, if not, all IT-related quandaries. But what about those simple IT issues that are important, but not vital to the day-to-day success of your business? Never fear.

In the first edition of “Simple IT Solutions” we examine the benefits of utilizing email distribution groups as a way of communicating with multiple people – whether they be clients, co-workers or what have you.

“A distribution group is a collection of two or more people that appears in your organization’s address book. When an email message is sent to a distribution group, it goes to all members of the group” – Microsoft

Remember the old days when; if you wanted to talk to multiple people through email you’d have to go through a multi-step process that more often than not would get interrupted with something or another.

The process usually looked something like this:

  1. Find contacts email addresses
  2. Copy Them
  3. Paste them into email (one-by-one)
  4. Press Send

This age-old process was painfully longwinded, especially if after sending your email you received the dreaded MAILER-DAEMON@whatevercompany.com. When this happens, the whole point of sending a group email is lost because one person in this select group of recipients is now not part of the discussion.

This is where creating email distribution groups can come in handy. With a little bit of work on the front-end, creating these contact-specific email groups will allow for easy and error free communication.

The process will now look something like this:

  1. Find specific email group within contact list
  2. Press Send

But before you jump on the bandwagon, it’s important to understand the difference between an email distribution group and an email distribution list. While subtle, there is a difference.

  • If you want to send an email as an information-only piece of correspondence and don’t want anyone to reply, you would use an email distribution list. This type of grouping is normally employed in the marketing field, where a company is attempting to reach out to customers, but doesn’t necessarily want their feedback.
  • If you want to send an email to a specific group of contacts in order to foster a larger conversation, an email distribution group is the way to go.

So whether you’re sending an invite about an upcoming event within your company, or you’re communicating important changes in a client’s account, creating an email distribution group can save you time, and ensure that everyone who needs to know is hearing your message.

There are many ways to create an email distribution group, depending on the type of email provider you employ. This can be easily solved, however, through either the tutelage of another employee or a representative from an IT managed service like Internet & Telephone.