Outlook: Outlook/O365 Distribution Lists and Groups

How do I view members of an Outlook/O365 distribution list or group, and how do I request to be added as a member of a list or group?

There are two versions of Outlook email included in these instructions:

• The desktop version of Outlook
• The web browser version of Outlook

If you use your browser to access your Outlook email, follow the web browser version instructions. If you use an application on your computer, follow the desktop version.

Desktop Version - Classic Outlook only

This version of Outlook email is an application on your computer. If your Outlook email screen looks like the following screenshots, this set of instructions is applicable to you.

• Viewing Current Members of an Outlook Distribution Group or List

1. Open Outlook.
2. Click Address Book in the top menu bar to open the Address Book window.
3. In the Address Book drop-down menu, select All Distribution Lists.
4. In the list of group names, double-click the distribution group whose members you want to view. 
5. In the following example, this group has no owner defined, as the Owner box is empty. The IT Department is responsible for adding and deleting members. 
6. In the following examples, these groups do have an owner defined. The owner is responsible for adding and deleting members.

Web Browser Version 

Access the Microsoft Exchange Admin Center

1. Using your preferred web browser, navigate to this URL: https://admin.exchange.microsoft.com
2. If prompted, sign in to your Microsoft account.
3. On the left, select Groups to access the distribution groups/list manager.
4. Select Groups I own. Groups you are listed as an owner of will be listed here.
5. Click on the desired distribution group you wish to edit.

Managing members and owners

Group members will receive any emails sent to the distribution group. Group owners are users who are permitted to edit the group's settings, including managing memberships and specified (approved) senders.

NOTE: A group owner must also be a member if they need to receive emails sent to the distribution group.

1. Select Members to bring up the current list of members and owners of the distribution group.
2. Click on the link under Members or Owners to manage group memberships.

Adding members or owners

1. Click on Add members or Add owners to add a new member or owner to the group.
2. Using the Search box, type in the name or email address of whom you wish to add to the group as a member or owner.
3. Click on the check box next to the member you wish to add.
4. Click Add to add the new members.

Removing members or owners

1. Click on the check box next to each user you wish to remove from the group members or owners. Multiple users may be selected at once.
2. Click Delete to remove the users from the list.

• Requesting to be Added as a Member of an Outlook Distribution Group or List

  • If there is an owner defined for the group/list and the owner does not work in the ITS Department:

    • Contact the owner yourself to request access. 

  • If there is no owner defined for the group/list or the owner works in the ITS Department:

    • Create a request using the IT General Request service in the Technology Support portal and indicate the group/list name in the description.