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How to send an email to only SOME members of a group in Lotus Notes

Mat Newman  August 23 2012 19:15:07
Scenario: One of the members of your team has a birthday coming up, and you would like to inform everyone else in your team that you are planning an event without informing the suspect. What's the easiest way to do this?

Well, in Lotus Notes, one would just send an email to the Team, but exclude the 'birthday boy' from this one message. Here's how:
  1. Compose a new Email message in Lotus Notes (with Ctrl+M, of course!),
  2. Type the name of your group, as though you were sending the message to everyone,
    Figure 1: The name of the public group in the address line:
    The Name of the public group in the address line

  3. Then, from the Action Bar, choose MORE -> EXPAND PUBLIC GROUPS,
    Figure 2: use the Action Bar to expand the group members:
    Use the Action Bar to expand group members

  4. The previous step will show you the names/addresses of all of the members of this group,
    Figure 3: The group expanded to show the members:
    The Group expanded to show the members

  5. Now simply remove the address that you don't want to receive THIS message.
    Figure 4: Remove the address not required for this message:
    Remove the address not required for this message



The beauty of this Tip in Lotus Notes is that you haven't removed the person from the group, you have just removed them as a recipient of this one email message.

If you are using personal groups from your own contacts database, it's even easier:
  1. Type the name of the group from your personal contacts,
  2. When then group name appears, just press 'F9' on your keyboard to expand the group and show the names/addresses of the group members.

Sending email to only SOME members of a group in Lotus Notes. EASY!


Comments

1Stephen Bailey  08/24/2012 5:48:18  
How to send an email to only SOME members of a group in Lotus Notes

Good one Matt! :)

2Elise Narcisse  08/27/2012 4:46:19  
How to send an email to only SOME members of a group in Lotus Notes

Many thanks for this. Very good to know.

3Mark  08/29/2012 2:46:49  
How to send an email to only SOME members of a group in Lotus Notes

Need to get the iNotes folks on this!

Great Tip!

4Iqbal Shaikh  06/05/2013 20:51:26  
How to send an email to only SOME members of a group in Lotus Notes R6/R7

How to expand public group in Lotus Notes R6/R7

5Mat Newman

06/06/2013 9:42:27  How to send an email to only SOME members of a group in Lotus Notes

@4, Iqbal: This can only be done in Notes 6/7 if you customise the Memo forms and add the field "$ExpandGroups" with a value of "3" to the memo. The different values for these options are:

"0" - Do not expand private or public groups

"1" - expand private groups only (same as default behaviour)

Note for "1": This will also expand groups in local replicas of Public directories *

"2" - expand public groups only

"3" - expand private and public groups

Note: If a user chooses the "Copy Group To Personal Address Book" Action from the groups view in the Domino Directory it will also work, but will obviously not reflect any changes in the public group if the contents in the Domino Directory are modified.

Mat Newman IBM Champion

6Tom  06/17/2013 12:51:05  
How to send an email to only SOME members of a group in Lotus Notes

What is the maximum amount of people you can have in a Lotus Notes group?

7Mat Newman

06/18/2013 10:07:05  How to send an email to only SOME members of a group in Lotus Notes

@6, Tom: It varies. The limit is actually on the field content, rather than the number of entires, which is 32Kb of text.

Mat Newman IBM Champion

8Rene Thorarinsson  10/31/2013 22:54:06  
How to send an email to only SOME members of a group in Lotus Notes

Nice one.. Has anyone found a way to convert a public group to internet email adresses..?

You type a public group, expand the names, and instead of Notes names, you see the ysers email address..

9john nicolaas  02/12/2014 13:59:25  
How to send an email to only SOME members of a group in Lotus Notes

How can I change the "from" if i want to send email.

in the office we have 2 inbox

1. personal

2. functional

i want to reply an email from my PERSONAL inbox using the FUNCTIONAL inbox address.

10Lisa  03/28/2014 6:09:13  
How to send an email to only SOME members of a group in Lotus Notes

Is there any way to see how many people are in a group in Lotus Notes? I mail out a lot of emails to a multiple groups at once, and need to know how many people total I'm sending it to. Short of sitting here counting the number of people in a group, is there any easier way to quickly see this number?

11Gottardo  06/10/2014 21:52:09  
How to send an email to only SOME members of a group in Lotus Notes

I join Lisa in her question, going a bit further: I created a view "contacts by group" in a Personal Address Book. Whenver I fill a group, the contact documents concerned automatically carry the group name in the field "groups" and the thus the view shows the number of group members. However, if I later modify the group content or delete the group, the field "groups" in the contact documents remains unaffected. That is, my view quickly outdates. Any way to solve this? Thx a lot.

12Jun  04/30/2015 15:27:25  
unable to receive email although im the sender and in the group

hi,

this is weird. for example i created a group then i put my self as a member. however when i send an e-mail to that group, i don't receive it

13Lee  05/08/2015 20:28:44  
Email Distribution Lists

I have created an email distribution list. I am on the distribution list along with my boss and several others. When I use this email distribution list, the email is not sent to me and when I look at the sent email, in TO: it says the name of the email distribution list only. When my boss uses this same email distribution list, the email is sent to her and in TO: are each person from the distribution list separately

14Daniel Luginbühl  05/28/2015 19:25:00  
How to send an email to only SOME members of a group in Lotus Notes

Hi Matt

Thank you, great tip.

I found a case with a bad issue regarding the recent contacts. If a group name is in your <recent contacts> with the same name, but not as group, you will get this wrong address in your To: field.

It's a bit difficult to explain without screenshots.

Anyway, the problem can only be discovered if you expand the group members...

cheers

Daniel

Mat Newman

THE Lotus Notes Guy. Productivity Guru. Social Evangelist. IBM Champion for IBM Collaboration Solutions, 2011/2012/2013. IBMer. Views are my own.

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