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Distribution lists (DLs) in Microsoft Outlook

Distribution lists (DLs) in Microsoft Outlook

IST is migrating legacy mailman lists to DLs. The M365 distribution list creation form can be used to migrate a mailman list to a DL. Distribution Lists can only support members with internal email addresses (@uwaterloo.ca).

This article is a guide on managing Microsoft 365 distribution lists: how to add or remove users, manage moderation settings, 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. Owners can add or remove individual members. Distribution Lists can only support members with internal email addresses (@uwaterloo.ca).

Add a user or contact to a Microsoft 365 distribution group

To add or remove members in bulk, please submit a support request.

  1. Navigate to the Exchange admin center and select the Groups I Own tab and select the group you want to make changes to.

Note: You will not be able to create a new distribution list.
To request a new distribution list, please submit a support request here using summary “new distribution list request”.


2. Click on the “General“ to view basic information of your group.

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3. Select Members, and click on View all and manage members.

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4. Select Add members and use the search to find the user you want to add to your group.

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5.Select the user and then select Add.

6. The message ‘The changes are saved and will appear within 5 minutes’ will appear if your changes are successful.

Remove user or contact from a Microsoft 365 distribution group

To add or remove members in bulk, please submit a support request.

  1. Navigate to the Exchange admin center and select the Groups I Own tab and select the group you want to make changes to.

  1. Click on the “General” tab to view basic information of your group.

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  1. Select Members, and click on View all and manage members.

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5. Select View all members and select the member you want to delete and select Delete.

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  1. A pop up will appear asking 'Are you sure you want to remove this group member?'. Select Yes to confirm.

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  1. The message ‘The changes are saved and will appear within 5 minutes’ will appear if your changes are successful.

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Request to join a distribution list

Distribution list owners can configure their lists to allow users join or request to join their lists. For lists that have been configured in such a way, follow these steps to join the list.

  1. Navigate to the Exchange admin center, from the Groups I belong to tab select Join

  2. Use the search to find the list you wish to join, select the list, and the select Join

     

  3. The message ‘The changes are saved and will appear within 5 minutes’, or a similar message will appear.

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Request to leave a distribution list

 

  1. Navigate to the Exchange admin center, from the Groups I belong to find and select the list you wish to leave and select Leave.

  1. The message ‘The changes are saved and will appear within 5 minutes’, or a similar message will appear.

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Managing moderated distribution lists

Moderated DLs cannot be expanded in the Outlook “To”, ”Required”, etc., fields. List owners can view and modify members as follows:
In Outlook, right click on list name in “To”, “Required”, etc., field of an email/appointment and choose ‘Open Outlook Properties’, or follow the steps below for Outlook on a web browser

  1. Navigate to the Exchange admin center select the Groups I Own tab and select the group you want to make changes to.

  1. Click on the “General“ to view basic information of your group.

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3.Select Settings, and click on Edit message approval

 

  1. Select Require moderator approval for messages sent to this group to enable moderation

 

  1. Select Group moderators field and search for and select the users you want to be moderators.

  1. If there are users who should be able to send to the list without moderation, select Add senders who don’t require message approval. Search for and select the users you want to add.

 

  1. Select when to Notify a sender if their message isn’t approved: Only senders, Only senders in your organization, No notification.

  1. Select Save

Moderating distribution lists

  1. When an email is sent to a moderated distribution list, all list moderators will receive a message to approve or reject the mail. Once the mail is approved or rejected, the message will be remove from all moderators' inboxes to the Deleted items folder.

  2. If a moderated email is rejected and your moderation settings are configured to send notifications, the sender will receive a message indicating ‘Your message was rejected by a moderator for these recipients’.

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 sections, and added the correct people to the distribution list.

Outlook on the web

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

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  1. Start typing your distribution list email address, for e.g.,: abcgroup@uwaterloo.ca, if you hover your cursor over the distribution list email, you can see basic information regarding the overview, About and Members of the list.

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  1. Once you click Send, you will be able to send emails to multiple people at the same time.

Outlook desktop app

  1. Open Outlook desktop client, and select New Email.

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  1. Start typing your distribution list email address, e.g.,: abcgroup@uwaterloo.ca. If you hover your cursor over the distribution list email, you can see basic information regarding the overview, About and Members of the list.

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  1. Once you click Send, you will be able to send emails to multiple people at the same time.

Remember if you don't have permission to send emails to the group, you will see the following error message:

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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.

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

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  1. In the Search box, type the name of your distribution list.

  2. Click OK.

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

  4. Click Modify Members.

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  1. To add a member, click Add 

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  1. Search for the member you wish to add and double-click on their name. Then click OK to confirm.

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  1. To remove a member, select the user. Select Remove. Double-click the name and then select OK to confirm.

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FAQs

The current instance of Mailman is on aging hardware. Migrating these lists to a Distribution List (DL) or Microsoft 365 Group keeps the communications internal and provides improved security. Mailman lists with external members (i.e., non-@uwaterloo.ca addresses) will remain on the current instance of Mailman for now.  

  • Mailman lists with internal membership (i.e., @uwaterloo.ca addresses) can be moved to a Distribution List (DL).

  • Mailman lists that include members of the University community that do not appear in the Global Address List (GAL), such as undergraduate students, retirees, and alumni, can be moved to a Microsoft 365 Group.

  • Mailman lists with external members (i.e., non-@uwaterloo.ca addresses) will remain on Mailman for now.

Note: Information about Microsoft 365 Groups will be shared soon.

You can complete the Distribution List (DL) Creation Form.

  • DL membership can be populated using Outlook or Outlook on the Web (OWA).

  • DLs can be seen and searched for in the Global Address Book (GAL).

  • DL communication is kept within Exchange (more secure).

  • DLs can be configured to allow internal recipients to join or leave a list (subscribe/unsubscribe).

Mailman lists with external members (i.e., non-@uwaterloo.ca addresses) will remain on the current instance of Mailman until further notice.

Microsoft 365 Groups is the recommended service for lists that include undergraduate students, alumni, or retirees.

By default, individuals cannot join/leave a DL on their own. The owner will need to request that functionality upon creation of the DL, or they can change it later through the Groups Portal. Once enabled, individuals can join/leave the DL on their own.

Yes, if a M365 Group is public, members can join/leave on their own. If a M365 Group is private, they must request to join but can leave at will. 

These lists will remain on Mailman for now.

A shared mailbox can be created and added as a member of the DL for the purpose of archiving email.

Yes, DLs can be moderated.

It is also possible to remove moderation for list members.

Yes.

Yes.

Although this is possible, it is recommended to keep lists with this requirement on Mailman for now.

Yes.

Yes, as long as the SMTP address for the DL is an @uwaterloo.ca address.

Yes, for all Mailman lists migrated to a DL, the original list name, in the format of listname@lists.uwaterloo.ca, will continue to work, indefinitely, in addition to the new address for the DL.

This is not recommended.

The owner needs to be a member of the DL to receive email sent to the DL.

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Need help?

Contact the IST Service Desk online or 519-888-4567 ext. 44357.

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