Best way to set up a distribution list via Outlook

July 10, 2007 4:16 AM

Outlook mailing lists. I know how to set up group mailings via the distribution lists under File>New, but I'm not sure what the limitations are. I have a newsletter that needs to go out to hundreds of people. Is there a way to do this efficiently? Also how will my ISP/mail server handle the mass amount of emails? I know some will only allow x amount of emails at a time to prevent spamming. So would I have to set up some kind of scheduling where they go out at different intervals?

Any other tips or suggestions greatly appreciated. Technical specs are Windows XP machine, using Outlook 2003 but have access to 2007 if that improves anything. The mail is set up as pop3 via a 1and1.com hosted website. I would call 1and1 but as I have recently found out, their tech support staff are not the most helpful.

posted by wile e to computers & internet (5 comments total)

You probably should use a dedicated mailing list package. There are a million of them out there.

You are going to need to clear this/coordinate this with your isp. Some mail servers (Noteworthy) will silently(!?!!) fail to send messages over a given quota.

Coordinating is going to be tough because the $20 a month business model does not include good support. You get what you pay for.
posted by mrbugsentry at 4:59 AM on July 10, 2007

Many hosting providers have specific mailing list software set up for exactly this purpose.

The basic idea is that there's a web-interface in which you add all of your recipients. Then, from Outlook (or any mail client), you send a single message to the list e-mail address and the mailing list software does the job of sending the individual messages to the recipients.

Mailman is one such software, and it comes with built-in management via e-mail, so that recipients can remove themselves from the list if they want.
posted by odinsdream at 5:02 AM on July 10, 2007

9cays might also be worth a look.
posted by flabdablet at 6:12 AM on July 10, 2007

Once a mailing list gets above a few tens of subscribers, you reach a point where it becomes non-trivial to send it from a home computer connected to a regular ISP (especially a Windows computer). If you want someone to take care of the bullshit associated with running a large distribution list (and there are many: [un]subscriptions, bounces, spam complaints, etc.) for you for $5 + 1c per recipient, I recommend Campaign Monitor.
posted by caek at 6:50 AM on July 10, 2007

You should also know that your ISP will likely have an obscure clause in their terms of service that enables them to disconnect you for doing such a thing, even if everyone wanted to get the mail.

It's best to use a third party service that will ensure compliance with the CAN-SPAM act in the US, and act as a records keeper for ISP disputes (they'll have records of when a person unsubscribed, etc.)
posted by Merdryn at 7:15 AM on July 10, 2007