Outlook+Student+Distribution+List

Colleagues, Now would be a great time to compile a distribution list in Outlook for each of your classes/students (if you haven't done so already). Aspen is the best way to email parents, but student emails can be more elusive.

Why collect student emails? Every so often, I find it necessary to contact a student or two (or the entire class) to let them know about something important. AND, you might want to collect them **just in case** there is an unexpected event--remember Spring of 2011?


 * Maybe think about making their first assignment of the semester due via email? It can take a few minutes to set this up, but believe me when I say that it's worth it and it pays off later. I am here for you if you need help.**

=**PART 1:**=
 * First, create folders for each class** (before student emails arrive in your inbox):

When you create the folder, make sure to choose that you save it under "Contacts"
 * 1) In Outlook, go to "Contacts"
 * 2) Create a new folder for each class (file, new, folder) and name it by period/year



=**PART 2:**= During an assignment, have students enter their contact information one by one. Right click in the class area off of all the contacts:
 * Then gather student email addresses...**




 * choose "New Contact" and enter their name and email address
 * click "save" and repeat the process

or...

Get students to email you from an email account that they use. Maybe you could **embed** the collection of student email addresses into one of your lesson plans at the beginning of the semester? There may be other ways of gathering their email addresses, but that is what I have done:


 * 1) //Have them turn in an assignment via email//, make sure they put their name and period in the subject so it's easier for you to sort
 * 2) When their emails come into your mailbox, RIGHT click on the email and choose "Move to folder"
 * 3) Choose the specific class folder that you've already created
 * 4) Make sure their name displays correctly by last name (this is why it might be helpful to have them put their name/period in the subject line--see #1)
 * 5) Hit "Save"
 * 6) Go back to your inbox and repeat with each student email

=**Part 3:**=
 * When all of your students are in each folder, you can then create a distribution list.**
 * Go to the class folder in "Contacts"
 * Right click in a blank area


 * Choose "New Distribution List"




 * Choose "Select Members" and choose the class from the dropdown menu under "Addresses"


 * Select the members




 * hen click "members", then "ok


 * "save" (you can always add/delete names at any time)




 * Go to the next class and repeat until you've finished with all of your students
 * When you finish, send them an email like this:

Test it out and remind them of your syllabus and procedures...or whatever. **//Just make sure you use the Bcc//** box so that students can't see your entire distribution list, and try not to abuse it as you don't want to end up on their spam list!


 * //Finally, if you need help with this, please let me know! Again, I am here for you.//**

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