How to Create and Manage Microsoft 365 Distribution Groups – IT Solver Support

This guide explains how to create and manage Microsoft 365 distribution groups (also known as distribution lists). These groups are used to send emails to multiple people at once using a single email address, such as info@yourcompany.com or accounts@yourcompany.com.

Overview

There are two primary methods for managing distribution groups. The method you use will depend on your permissions and what you need to accomplish.

Exchange Admin Center (Web): Used by administrators to create new groups and have full control over all settings, owners, and members.
Outlook Desktop App: Used by designated group "Owners" for quickly adding or removing members without needing admin access.

Prerequisites

For Admin Center management: You must have Microsoft 365 Administrator or Exchange Administrator permissions.
For Outlook management: You must be assigned as an "Owner" of the distribution group.

Creating & Managing Groups in the Exchange Admin Center

Use this method for creating new groups or making comprehensive changes.

Navigate directly to the Groups section of the Exchange Admin Center by clicking this link: https://admin.exchange.microsoft.com/?page=groups.
To Create a New Group:
- Click Add a group and select Distribution as the group type.
- Follow the setup wizard to configure the group name, description, and email address.
- On the Owners step, assign at least one owner. This is crucial, as it allows them to manage members from Outlook.
- Add initial members and finalise the settings.
To Edit an Existing Group:
- From the groups list, click on the name of the distribution group you want to modify.
- A details panel will appear. Select the Members tab.
- Click View and manage members to add or remove users from the list.
- You can also manage owners and other settings from the relevant tabs here.
Note: Please allow up to 60 minutes for new groups or changes to membership to sync and become active across all Microsoft 365 services.

Editing Group Membership in Outlook (for Group Owners)

If you are an owner of a distribution group, you can use this quick method to manage members.

Open the Outlook desktop application.
From the Home ribbon, click on Address Book.
Search for and double-click the distribution group you want to edit.
In the properties window that appears, click the Modify Members... button
Use the Add... and Remove buttons to update the membership list, then click OK on all open windows to save the changes.

Additional Information

Distribution Group vs. Microsoft 365 Group: A Distribution Group is only for sending emails. A Microsoft 365 Group is a more powerful collaboration tool that includes a shared mailbox, calendar, SharePoint site, and Teams integration. Choose the right tool for your needs.

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