Issue/Question
- How do I add or remove members from my Exchange Online distribution list?
Environment
- Oregon State University
- Exchange Online Distribution List
Explanation
These instructions are for Exchange Online lists only. If your list has not yet been migrated to Exhange Online, please see our request form instead: Make Changes to Distribution List
Resolution
This Document will guide you through accessing the Distribution Groups portal, viewing membership, and adding / removing of members from a distribution list.
How to Access Distribution List Portal
- Sign in to Outlook on the Web, which can be accessed here: outlook.office.com
- From the Outlook ribbon in the upper-left corner, select the settings wheel icon
- This will open the Settings window. From here select the General tab and then the Distribution groups sub-tab
- From this page click on the this portal link, it will lead you to distribution groups that you belong to and own.
- You can also access the Distribution Groups portal directly here: https://outlook.office365.com/ecp/MyGroups/PersonalGroups.aspx
- In the Distribution groups I own section you are allowed to edit, search, and refresh your listings. The list are listed under the Display name tab and across from that field will be the email address assigned to it.
- NOTE: If you want to modify a list that you are apart of but do not see it under Distribution Groups, you may not be the owner or the list may be hidden.
How to manage members of a distribution list that you own
NOTE: You can only add/remove members to a distribution list that YOU own. If you are trying to manage membership to a list you are apart of but not an owner, you will not be able to. You will have to contact an owner of the list.
- From the Distribution List Portal, under the section "Distribution groups I own", select the name of the list you want and then click the edit icon.
- This action will open the "Distribution Group" window that will allow you to manage your list.
- Select the "membership" tab and you will see the members that are currently in your group.
How to add members:
- From the membership tab, select the plus icon above the list of members.
- This will open up the Members window. Select "Default Global Address List." By doing this you will be able to search for any user that is within the organization. The search format can be first.last@oregonstate.edu or ONID@oregonstate.edu.
- NOTE: You can search from "My contacts" but if you do not have them added as a contact in outlook, then the results will not populate. Another detail to be aware of is that since you are searching within the entire organization, multiple results will populate as you are typing. Ensure that the user you are selecting is the correct contact.
- When you have found your desired user, select the plus icon to the right of the users contact card. If done correctly the user should appear above your search results.
- NOTE: If you do not see the users name above, you have not added them. If you only click on the contact card and do not click the plus icon, when you save your changes nothing will happen. You will have to do this process all over again. So please double check your selections.
How to remove members:
- From the membership tab, select the user you wish to remove.
- After you have made your selection, click on the minus icon above the list of members.
- Repeat steps 1 and 2 for all people you want to remove from the distribution list.
- Verify that the Members list is updated. If you have finished your edits, click save.
Membership Approval
In this section you can define whether owner approval is required to join the group. You have 3 settings to choose from:
- OPEN = Anyone can join this group without being approved by the group owners.
NOTE: if you set this group to open, ANYONE can join without approval. If you wish to have you DL only accessible for specific individuals, this is not the option for you
- CLOSED = Members can only be added by the group owners.
NOTE: if you want a small group of individuals to have the power to manage members, this is the route to go. This also mean that if you are the only owner, you will have to manage approvals. If you plan on having a lot of members, be ready for a lot of approvals.
- OWNER APPROVAL = All requests are approved or rejected by the group owners.
Assistance
For assistance, contact the Service Desk.