Event distribution lists

You create a distribution list for a specific event when you want to:

• Send an email announcement for a particular upcoming event.
• Remind people that an event is coming up.
• Invite people to an event.

To create your event distribution list, you can select email addresses and groups from your Trumba® Connect Address Book, or you can enter new ones.

If you have set up regularly scheduled calendar email, the distribution list you create for an event is independent of your calendar email distribution list. In other words, you can have a different distribution list for specific events' reminders and invitations.

To create an event distribution list

1. In your Trumba editing environment, add a new event or edit an existing one.
2. In the Event form, enter the event information, and then click the Distribution List tab.
3. On the Add contacts to distribution list side of the form, select contacts (individuals or groups) from your Trumba Address Book or enter new individual email addresses. Then click Add to Distribution List to move them to the Event email will be sent to side of the form.

   

After you add all of your contacts to the distribution list, you can:

• Create a new address book group
• Remove contacts
• Schedule announcements or reminders for the event
• Set up an event invitation or registration

Tip You can also just click OK to save the event as it is and return to your calendar. Or, if you're creating a new event, you can click Save and add another to create a copy of the event. The copy contains the same distribution list by default.

Create a distribution group for an event

After you add contacts to your distribution list, you can group them, so that you can add the same list of people to future event announcements and reminders in one step.

To create a group, you simply enter the group name in the text box and click Create Group.

The group you create here will also be added to your address book, where it will be available for you to edit or add to other event or calendar distribution lists.

Note As implied in the picture, groups are not nested. If your distribution lists contains groups, and you create a new group in the Distribution List tab, the members of the existing groups are added as individual contacts.

Notes about groups

• The new group you create for an event distribution list can contain an existing group from your address book. Although the existing group remains as it is in your address book, the contacts are added individually to the group you create for the event distribution list.

  In other words, you won't be able to nest groups. If you later change the members of the group that you added, you will have to re-add the group from your address book to your event's distribution list group.

• If you create a group for your event's distribution list, and later edit the group from your address book, your event distribution list will inherit those changes.

Can you tell me more about how to create and edit address book contacts and groups?

Remove contacts from an event distribution list

You remove contacts from your event's distribution list using the same form in which you add them.

1. In your Trumba editing environment, open the event for which you want to edit the distribution list.
2. In the Event form, on the Distribution List tab, select the contacts you want to remove, and then click Remove Selected.

   Tip To remove contacts from within a group you created, you edit the group in your Trumba Address Book.