Managing Members of Your Distribution List

This article covers how users can manage the members of their distribution lists using Microsoft Outlook and Outlook 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.

Modify your DL using Outlook (PC users only)

1. Open Microsoft Outlook and then open the Address Book.

Ribbon menu in Outlook 2016

Open up Microsoft Outlook and click on the Address Book button to open it.

2. Locate the distribution list by typing the full or partial name of it. Then double click on the DL to open it.

Global Address List
  1. Check that you are using the Global Address List as the Address Book instead of the Offline Global Address List.
  2. Type in the full or partial name of the distribution list you want to modify.
  3. Double click on the DL in the list to open it.

3. Click Modify Members.

DL profile

4. To add a person to the DL, click Add.

DL modification screen

4.1. Check that you are using the Global Address List address book. Type the name of the person you want to add. Then double click on the name to add it to the Add field. Repeat with any additional people you want to add. Then click OK.

Add user screen

It is not recommended to add more than about 10 people to a DL at one time.

  1. Check that you are using the Global Address List address book to avoid issues finding someone who is a new employee.
  2. Type in the name of the person you want to add.
  3. Double click on the person's name in the list.
  4. The person's name will appear in the Add section at the bottom of the window.
  5. Once you have added all of the names that you wish to add to the DL, click OK.

4.2. Click OK.

group membership save

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.

DL profile

5. To remove a person from the DL, click on their name in the Members list and then click Remove.

DL modify screen
  1. Click on the name of the person you want to remove from the DL.
  2. Then click Remove.

5.1. Then click OK.

group change save

Once you have finished removing the names you want taken off of the DL, 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!

DL profile
Modify your DL using Outlook on the Web (PC and Mac users)

2. Click the Settings icon.

Outlook on the Web

Click on the Settings icon at the top right of Outlook on the Web.

3. Click General.

Options menu

4. Click Distribution groups.

General options
Distribution groups information screen

6. Locate the DL you want to modify under Distribution groups I own and double click on it to open it.

Distribution groups I own

7. Click membership.

DL profile

8. To add a user to the distribution list, click the plus icon.

Membership modification screen

8.1. Choose Employee GAL from the list of address books on the left. Type the name of the person you want to add. Then click the plus icon next to their name to add them to the Members field. Repeat with any additional people you want to add. Then click Save.

You can also add people from another addressbook such as My Contacts, but you will find all campus faculty and staff in the Employee GAL so it's often best to add people from there.

Add user to DL screen
  1. Click on the Employee GAL addressbook on the left.
  2. Type in the name of the person you want to add. The system will start showing you search results as you type.
  3. Click on the plus icon next to the person's name.
  4. The person's name will appear in the Members section at the top of the window.
  5. Once you have added all of the names that you wish to add to the DL, click Save.

8.2. Click Save to save your changes. You're done adding members!

DL membership save

9. To remove a user from the distribution list, click on the name you want to remove. Then click the minus icon.

Remove user
  1. Click on the name of the person you want to remove from the DL.
  2. Then click the minus icon.

9.1. Click Save to save your changes. You're done removing members!

DL membership save

Need More Help?

Contact the IT Help Desk at [email protected] or 657-278-7777 for additional assistance.