Managing Members of Your Distribution List
This article covers how users can manage the members of their distribution lists using the Microsoft Outlook desktop app and the Exchange Admin Center (EAC) on the web.
These instructions are for distribution lists created in the campus Global Address Book. If you create contact groups in your own email account in Outlook, you can find instructions on the Microsoft Support website.
These instructions will not work on the new Outlook for Windows (Windows 11 version 23H2). To modify your DL members, you can either toggle back to Classic Outlook or follow the instructions for the web.
Toggle the New Outlook button to return to Classic Outlook.
1. Open Classic Microsoft Outlook and then open the Address Book.
2. Locate the distribution list by typing the full or partial name of it. Double-click on the DL to open it.
- Check that you are using the Global Address List as the Address Book instead of the Offline Global Address List.
- Type in the full or partial name of the distribution list you want to modify.
- Double-click on the DL in the list to open it.
3. Click Modify Members.
4. To add a person to the DL, click Add.
4.1. Check that you are using the Global Address List address book. Type the name of the person you want to add. In the search results, double-click on the name to add it to the Add field. Repeat with any additional people you want to add. Then, click OK.
It is not recommended to add more than about 10 people to a DL at one time.
- Check that you are using the Global Address List address book to avoid issues finding someone who is a new employee.
- Type in the name of the person you want to add.
- Double-click on the person's name in the list.
- The person's name will appear in the Add section at the bottom of the window.
- Once you have added all of the names that you wish to add to the DL, click OK.
4.2. Click OK.
4.3. Click OK again to save your changes. You're done!
Depending on your Outlook desktop app settings and internet connection, it may take a few seconds for this screen to be clickable.
5. To remove a person from the DL, click on their name in the Members list and then click Remove.
- Click on the name of the person you want to remove from the DL.
- Then click Remove.
5.1. Click OK.
It is not recommended that you remove more than 10 names from the DL at one time.
5.2. Click OK again to save your changes. You're done!
1. Log in to Outlook on the web (OWA).
2. Click the Settings icon. Next, select General, then select Distribution groups. Click on the this portal link to open the EAC.
- Click the Settings icon.
- Select General.
- Select Distribution groups.
- Click the this portal link in the description.
If you are unable to access the Exchange Admin Center (EAC) through OWA, you can open the Exchange Admin Center (EAC) directly. Please note that if accessing the EAC through an external link, you may be prompted to log in with your CSUF credentials and authenticate with Duo if you are not already logged into your CSUF account. You will also need to click on the Groups icon once you are logged into the EAC to proceed.
3. Click Groups I own and then select the DL that you want to modify.
- Click Groups I own.
- From the list of groups that you own, select the distribution list that you want to edit.
4. Click Members. Then, click View all and manage members.
- Click Members.
- Click View all and manage members.
5. To add a user to the DL, begin by clicking Add members.
5.1. Type a name/username/email into the search bar and hit Enter. Select the user(s) that you want to add to the DL. Repeat with any additional people you want to add. Then, click Add.
- Enter a name, username, or email address into the search bar. Hit the Enter key to see search results.
- Place a check next to the user(s) that you want to add as a DL member. Make additional searches and selections until you have checked all users that you want to add.
- Click Add.
5.2. You're done adding members! It may take up to five minutes to see the changes reflected in Outlook.
6. To remove a user from the distribution list, search for the user(s) that you want to remove. Place a check next to the user(s), then click Delete.
- Enter a name, username, or email address into the search bar. Hit the Enter key to see search results.
- Place a check next to the person you want to remove from the DL.
- Click Delete.
6.1. Click Yes on the prompt to confirm that you want to remove the DL member.
6.2. You're done removing members! It may take up to five minutes to see the changes reflected in Outlook.
Need More Help?
Contact the IT Helpdesk at [email protected] or 657-278-7777 for additional assistance.