Managing Your Distribution List
This article covers how distribution list owners can manage their distribution list including: adding/removing owners, adding/removing members, changing who can send to the distribution list, and more.
1. Log in to Outlook on the Web to manage your distribution list.
2. Click the Settings icon.
Click on the Settings icon at the top right of Outlook on the Web.
3. Scroll down and select Mail under Your App Settings.
4. Click General.
5. Click Distribution groups.
6. Locate the distribution list you want to modify under Distribution groups I own and double click on it to open it.
Choose the action you want to take with your distribution list from the items below to view instructions.
Hiding your distribution list from the Outlook Address book changes your distribution list to "unlisted" and it will not appear in any searches of the address book.
If your distribution list is hidden, you MUST type the full email address of the distribution list each time you want to send an email to it.
1. Place a checkmark next to Hide this group from the shared address book in the general section. Then click Save.
- Place a checkmark next to Hide this group from the shared address book.
- Click Save.
To change your distribution list from hidden to visible, simply uncheck the Hide this group from the shared address book.
Adding or removing another owner will grant or revoke access to manage the distribution list which includes all of the actions in this article.
1. Click ownership.
2. To add an owner, click on the plus icon.
2.1. Type the name of the person you want to add and then click the magnifying glass to search. Then click the plus icon next to their name to add them to the Owners field. Repeat with any additional people you want to add. Then click Save.
- Type in the name of the person you want to add and then click the magnifying glass to search.
- Click on the plus icon next to the user's name.
- The person's name will appear in the Owners section at the top of the window.
- Once you have added all of the names that you wish to add as owners, click Save.
2.2. Click Save to save your changes. You're done adding owners!
3. To remove an owner, click on the name you want to remove. Then click the minus icon.
The Microsoft tip will remind you that you must have at least ONE owner of this distribution list.
- Click on the name of the person you want to remove as an owner of this distribution list.
- Then click the minus icon.
3.1. Click Save to save your changes. You're done removing owners!
You can add/remove members of your distribution list in both Outlook on the Web and in the desktop Microsoft Outlook application.
Membership approval allows you to change whether users can add themselves to your distribution list. By default, all distribution lists have closed membership, meaning that an owner must add/remove members.
1. Click membership approval.
2. Choose the type of membership approval you want for this distribution list. Then click Save.
Choose the membership approval type you want for this distribution list.
- Open: anyone with a CSUF employee email account can join/leave this distribution list without approval.
- Closed: only owners can add or remove members to the distribution list.
- Owner approval: when a user requests to join a distribution list, the owner(s) will receive a notification and must approve the request.
Click Save after making your selection.
Use delivery management to allow only specific users to send to your distribution list or to allow all campus employees to send to it. By default, all employees on campus can send to your distribution list.
If you need to allow off-campus users to send to your distribution list, please contact the Help Desk at [email protected].
1. Click delivery management.
2. To allow a user to send to the distribution list, click the plus icon.
2.1. Type the name of the person you want to add and then click the magnifying glass to search. Then click the plus icon next to their name to add them to the Allowed senders field. Repeat with any additional people you want to add. Then click Save.
- Type in the name of the person you want to add and then click the magnifying glass to search.
- Click on the plus icon next to the user's name.
- The person's name will appear in the Allowed senders section at the top of the window.
- Once you have added all of the names that you wish to add as allowed senders, click Save.
2.2. Click Save to save your changes. You're done adding allowed senders!
3. To remove an allowed sender's access to your distribution list, click on the name you want to remove. Then click the minus icon.
- Click on the name of the person you want to remove.
- Then click the minus icon.
3.1. Click Save to save your changes. You're done removing allowed senders!
Notice that if you remove all allowed senders, all campus employees will be allowed to send to the distribution list.
Email Options will show you the email addresses associated with your distribution list.
1. Click email options.
2. Review the valid email addresses for your distribution list.
It is highly recommended that you use the @fullerton.edu email address when sending to a distribution list.
This MailTip will appear when users add your distribution list to the To field of an email. Creating a MailTip allows you to set up a customized message for users who are sending to your distribution list. This can be used to remind them of any relevant information about sending to your distribution list such as rules about appropriate content.
1. Click MailTip.
2. Type your content in the MailTip box. Then click Save.
- Enter the information you want to appear in the MailTip. Note the Microsoft tip that indicates a maximum of 175 characters is allowed.
- Click Save.
3. Users will now see the MailTip when they add your distribution list to the To field of an email.
Need More Help?
Contact the IT Help Desk at [email protected] or 657-278-7777 for additional assistance.