HP 3000 Manuals HP 3000 Manuals
Creating Your Own Distribution Lists
The Distribution List contains the names and mail addresses of the people
to whom you are sending the message.
There are four categories of people you can include in a Distribution
List. These are:
TO: All the people who you actually want to send a message TO.
CC: Anyone who you need to keep informed, such as your own manager,
can receive a carbon copy (CC) of a message.
BCC: Anyone who you'd like to see a blind carbon copy (BCC) of a
message - only they, and you as the creator, will see their name
on the Distribution List.
FROM: If you send a message on a colleague's behalf you can show that
the message is FROM them although you are the sender.
All the people on a Distribution List receive a copy of the message,
whether they are TO, CC, BCC or FROM.
* Before you create any lists of your own check that the group of
names and addresses that you want to use aren't already contained
in a Public Distribution Lists.
* The Public Distribution Lists folder in the Filing Cabinet is
automatically provided for each HP Desk user. It is shared
between all users with the same mail address. It is useful for
storing Distribution Lists frequently used by everyone in your
office.
You can add lists to this folder, but you can delete only the
lists that you have created.
To create a Distribution List in your List
Area:
1. Go to the List Area, and type CREATE DIST Return.
2. Type a name for the list. It is useful to choose names that
easily identify the contents of the list. For example, a list
containing the names of the departmental managers could be called
MANAGERS.
3. HP Desk prompts you for the names you want to include in the list.
Type the names of everyone you want to send messages to (TO),
pressing Return after each name.
Whenever you type a name HP Desk echoes it back with its full
address. If you change your mind about a name you have added to
the list you can delete it by typing a minus sign (-) followed by
the name. For example:
- Barber
If you want to include people in other categories, CC, BCC or
FROM, then press Return on a new line to move to the next
category.
4. When you have finished the list type two slashes // on a new line
and press Return
If you want to include names of people using a different HP Desk
system, you may need to type their mail addresses. See
"Addressing Messages" .
HP Desk saves the list in the List Area. To see the names contained in
any list, use the READ command.
Copying Distribution Lists
You can also create Distribution Lists in your List Area by copying the
Distribution List from a message you have received, or from a folder,
such as the Public Distribution Lists folder.
To copy Distribution Lists into the List Area:
You can copy a list from a message or a folder:
* In an open message, type COPY followed by the number of the part
containing the list, followed by TO LISTAREA. Then press Return.
For example:
MESSAGE 1 > COPY 1 TO LISTAREA Return
* HP Desk automatically names the list in your List Area
DISTRIBUTION. To change this, use the RENAME command. For
example:
Listarea > RENAME "DISTRIBUTION" Return
Subject : managers Return
* In the List Area, type COPY FROM followed by the name of a list
and the name of the Filing Cabinet folder containing it. Press
Return. For example:
Listarea > COPY FROM "sales" OF "public" OF FC Return
Further Information
* You can copy a list to a colleague's List Area. For example:
COPY "mylist" TO LISTAREA OF anna murphy Return
* You can also store a list in your Filing Cabinet. For example:
Listarea > COPY "mylist" TO "PUBLIC DIST LIST" Return
Sending to Distribution Lists
To send or forward messages to a Distribution
List:
* You can copy a list from the List Area or Filing Cabinet into a
message you are sending or forwarding. For example:
Outtray > SEND IT TO "managers" Return
Intray > FORWARD 3 TO "secretaries" Return
HP Desk searches for the list first in the List Area, then in the
Public Distribution Lists folder. If you want to use a list held
in another folder in the Filing Cabinet, type the folder name.
For example:
Workarea > SEND 4 TO "writers" OF "books" Return
* If you cannot remember the names of your Distribution Lists, type
" " and press Return. HP Desk displays an index of lists
contained in your List Area. For example:
Intray > SEND TO " " Return
Editing Distribution Lists
You can edit Distribution Lists that already exist in your List Area, or
lists that you have just typed when composing a message.
To edit a Distribution List:
1. If the list is in the List Area, at the Listarea > prompt type
EDIT followed by the number, or name in quotes, of the list you
want to alter and press Return For example:
Listarea > EDIT "personnel" Return
If the list is part of a message you have just composed, type EDIT
1 Return at the MESSAGE > prompt.
MESSAGE > EDIT 1 Return
2. HP Desk displays the EDIT > prompt. Type any of the commands in
the table on the next page and press Return.
Further Information
* You can rename a Distribution List in the List Area or a Folder by
typing RENAME. Press Return and HP Desk asks for the new name.
For example:
Listarea > RENAME "old" Return
Subject : new Return
* You can delete a Distribution List by typing DELETE followed by
the number, or name in quotes, of the list. For example:
Listarea > DELETE "writers" Return
* AutoForward and AutoAnswer should be turned off when you are
editing Distribution Lists for autoforward items. Turn it back on
again when you have finished editing.
* At the EDIT prompt you can use these commands:
Command Effect
READ To display all the names in the list.
LIST Also displays all the names in the list.
ADD To add new entries to the list. You can
add names to all the categories of a
Distribution List - TO, CC, BCC and FROM.
Press Return instead of typing a name to
display each prompt.
Alternatively, to add a name to a
particular category in the list, type the
name of the category. For example: ADD
CC.
DELETE name To delete a name. For example: DELETE
june morgan. If you do not type a name, HP
Desk prompts for one.
REPLACE name To replace a name with another name. For
example: REPLACE anna murphy. If you do
not type a name, HP Desk prompts for one.
EXIT To return to the Listarea > prompt.