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.

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:

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

Open

Open

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

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:

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

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

3. 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.

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

7. 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.

How to Add or Delete Members using Outlook Desktop App

1. Open the Outlook desktop application.

2. Go to the Home tab and select Address Book.

3. In the Address Book window, click the Distribution Lists.

4. In the Search box type the name of your distribution list

5. Click OK

6. Double-click on the name of your distribution group

7. Click Modify Members.

8. To Add a member, Click Add 

9. Search for the member you wish to add a Double-click their name and then click OK.

10. To Delete a member, highlight their name, Click Delete, Double-click their name and then click OK.

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