How do I manage an Office 365 Distribution Group?

Overview

Office 365 Distribution Groups are a component of MSU Denver's Microsoft Office 365 environment. They are managed through the Outlook Web App, accessed at email.msudenver.edu.

Please see the instructions provided below for information about creating and using Office 365 Distribution Groups.

Before you begin...

If you are using the new version of the Outlook Web App, you will need to switch to the old version before taking these steps. The option to do this is in the top-right corner of the window.

The difference between having the new version of Outlook enabled or disabled

Instructions

  1. Select the gear-shaped icon near your portrait/initials in the top-right corner of the window.

  2. In the menu that opens below, select the Mail option.

    First image showing navigation options to reach the Distribution Group Menu in Office 365

  3. In the sidebar that opens on the left, expand the General menu.

  4. Below that, select the Distribution groups menu option. Note: The next menu may take several seconds to load fully.

    Second image showing navigation options to reach the Distribution Group Menu in Office 365

  5. The next page will have two columns, "Distribution groups I belong to" on the left and "Distribution groups I own" on the right. To make changes to a distribution group, look under the "Distribution groups I own" column, select the group you want to manage, and then select the Pencil icon. Note: The next menu may take several seconds to load fully.

    Instructional image to manage a distribution group in Office 365

  6. Once the new window has opened, you can begin changing the distribution group's settings.

    • General: This menu lets you control the distribution group's name and appearance.

    • Ownership: This menu lets you assign owners to the distribution group. Owners can add or remove members, designate approved senders, and assign moderators.

    • Membership: This menu lets you add or remove members to the distribution group. Members will receive any emails sent to this distribution group.

    • Membership Approval: This menu lets you determine how members can request they be added to this distribution group. ITS strongly encourages not setting any distribution groups to "Open". Please select either "Closed" or "Owner approval", as appropriate for your needs.

    • Delivery Management: This menu lets you designate who can send emails to this distribution group. If this list is empty, there are no restrictions; anyone with an MSU Denver email address will be able to email this distribution group.

    • Message Approval: The menu lets you designate moderators to review messages before they are sent.

    • MailTip: MailTips are a web service provided by Microsoft. Please visit their informational website for more information.

      Instructional image to manage a distribution group in Office 365

  7. Once you have made your desired changes, click the Save button at the bottom of the window.

Result

You can now access the various menus used to manage your Office 365 Distribution Group.

Details

Article ID: 120903
Created
Fri 11/20/20 2:39 PM
Modified
Sat 2/27/21 2:26 PM