Distribution Lists in Microsoft Outlook

This article includes information for managing Microsoft 365 distribution lists. How to add or remove users, send emails to distribution lists, and manage lists using Outlook on the web and desktop apps. It also includes easy steps for adding or removing members with the Outlook desktop application.

1 Understanding Distribution Lists:
2 Add a user or contact to a Microsoft 365 distribution group:
3 Remove user or contact to a Microsoft 365 distribution group:
4 Send Microsoft 365 email to a distribution list:
- 4.1 Outlook on the web:
- 4.2 Outlook desktop app:
5 How to Add or Delete Members using Outlook Desktop App
- 5.1 Related articles
- 5.2 Need help?
- 5.3 Article feedback

Understanding Distribution Lists:

A distribution list is an email address that is used to message a group of recipients. Rather than using the CC function and manually adding every address each time you send a message, distribution lists allow you to use a single address when reaching out (and you can add or remove members whenever you wish as an owner).

Add a user or contact to a Microsoft 365 distribution group:

Navigate to the Exchange admin center select the Groups tab on the left panel and select “distribution list”, to view lists.

Select or use search option to view the groups you own to make changes.

Note: You will not be able to create a new distribution list.
To request a new distribution list, please submit a request here using summary “new distribution list request“: https://uwaterloo.atlassian.net/servicedesk/customer/portal/2/group/409/create/187

3. Click on the “group name“ to view basic information of your group.

4. Select Members, and click on view all and manage members.

5. Click on add members and scroll or search of username you want to add to your group.

6. Once you click on “add” to add a member, you will see this screen. Changes will appear within a few minutes.

Remove user or contact to a Microsoft 365 distribution group:

Navigate to the Exchange admin center ,select the Groups tab on the left panel and select “distribution list”, to view lists.

Select or use search option to view the groups you own to make changes.

Click on the group you own.

4. Select Members, and click on view all and manage members.

5. Click on View all members and select the member you want to delete and click delete button.

Once you click delete button a pop up show up to confirm “are you sure you want to remove this group member”?

Once you click on “yes” to delete a member you will see this screen, and after few minutes the changes will appear.

Send Microsoft 365 email to a distribution list:

Before you perform these steps, make sure you've been added to a Microsoft 365 distribution list and you've have been granted Send as permission on it.
Admins: Make sure you've followed the steps in the Add a Microsoft 365 user or contact to a list and Allow members to send email as a Microsoft 365 Group topics, and added the correct people to the distribution list.

Outlook on the web:

Open Outlook on the web and click “new mail” option.

Start typing your distribution list email address, for eg: abcgroup@uwaterloo.ca, if you hover over your cursor to the distribution list email, you can see basic information regarding the like overview, about and members of the list.

Once you click send you will be able to send email to multiple people at the same time.

Outlook desktop app:

Open Outlook desktop client, and select New Email.

Start typing your distribution list email address, for eg: abcgroup@uwaterloo.ca, if you hover over your cursor to the distribution list email, you can see basic information regarding the like overview, about and members of the list.