How to Use Outlook/O365 Distribution Lists and Groups

Question

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?

Answer

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

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

This version of Outlook email is accessed by using your web browser. 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 in your web browser.
  2. Click the People icon in the lower left corner. This will open the People window.
  3. Under Directory in the left menu, select All Distribution Lists.
  4. To locate the needed group, scroll through the list or search for the group by name in the search box at the top of the screen.
  5. Click the name of the group whose members you want to view. The group's members will be displayed on the right side of the screen.
  6. In the following example, this group has no owner defined, as there are no names listed under Owners. The IT Department is responsible for adding and deleting members. 
  7. In the following examples, these groups do have an owner defined, as certain members have the role Owner listed next to their name. The owners are responsible for adding and deleting members.

 

  • 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. 

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Details

Article ID: 92349
Created
Fri 11/15/19 11:13 AM
Modified
Mon 12/2/19 12:30 PM