Managing a Microsoft Distribution List

If you have been assigned as the owner of a Microsoft Distribution List that is not hidden from the Global Address List, you may manage your list membership through Outlook in a web browser. If your list is hidden from the Global Address List, please submit a ticket to IIT to have the membership updated by an admin.

Some distribution lists may be tied to a SharePoint and adding/removing members will impact their SharePoint site access.

Viewing Your Distribution Lists

  1. Log in to Outlook in your browser through www.hvcc.edu/webmail.
  2. Select the Settings gear icon at the top right of the screen.
  3. In the Settings left menu, select General.
  4. In the General sub-menu that appears to the right, select Distribution groups.
  5. In the content that loads to the right, select the this portal link in the sentence "To manage distribution groups, visit this portal."
  6. On the Groups page that loads, you will be able to see "Groups I belong to" and "Groups I Own". 
    • Important: You may not see everything you are a member of in this view. If the distribution list is hidden from the Global Address List it will not appear here! If you need to confirm membership of a list that does not appear on this portal, please contact IIT for support.

Adding or Removing Members

  1. Follow steps 1-6 of Viewing Your Distribution Lists.
  2. Select the Groups I Own tab.
  3. Select the distribution list name that you wish to update. A new screen will pop up on the right side with the list details.
  4. Select Members along the top menu.
  5. At the bottom of all the content, select View all and manage members.
    • To Remove a Member:
      • Locate them on the list of members and select their name.
      • Select the Delete option that will appear at the top left of the screen.
      • Select Yes when prompted to confirm that you want to remove this member.
      • A message will appear that the changes have been saved and the list should be updated in Microsoft within 5 minutes.
    • To Add a Member:
      • Select Add members at the top left of the screen.
      • In the search box at the top right, enter the username of the person you wish to add then press Enter on your keyboard.
      • Select the matching person in the resulting list.
      • Select the Add button that will appear at the bottom left of the screen.
      • A message will appear that the changes have been saved and the list should be updated in Microsoft within 5 minutes.

Restrict Senders

You may restrict who is allowed to send emails to the distribution list.

  1. Follow steps 1-6 of Viewing Your Distribution Lists.
  2. Select the Groups I Own tab.
  3. Select the distribution list name that you wish to update. A new screen will pop up on the right side with the list details.
  4. Select Settings along the top menu.
  5. In the Delivery Management section, select Edit delivery management.
  6. Adjust settings as required.
    1. Only allow messages from people inside my organization: If this is checked, only people using an @hvcc.edu email address may send email to the list. Anyone emailing from an external email address will fail to deliver.
    2. Allow messages from people inside and outside my organization: If this is checked, anyone from any email address may send email to the list.
    3. Specified Senders: If names are entered here, only those people may send email to the list no matter which earlier option is selected. Anyone else who emails the list will fail to deliver.
  7. Select Save.

Moderate Emails to List (Message Approval)

When email moderation is turned on, emails sent to the list must be manually approved by the chosen moderator before they can be delivered to the list members. Moderation requests will be sent to the moderators email with instructions on how to approve or deny.

  1. Follow steps 1-6 of Viewing Your Distribution Lists.
  2. Select the Groups I Own tab.
  3. Select the distribution list name that you wish to update. A new screen will pop up on the right side with the list details.
  4. Select Settings along the top menu.
  5. In the Message Approval section, select Edit message approval.
    1. To turn on moderation, check the box for  "Require moderator approval for messages sent to this group". To turn off moderation, uncheck the box.
    2. Group Moderators: Enter the employees who have permission to approve or deny incoming emails to the distribution list.
    3. Add senders who don't require message approval: Enter email addresses that may email the list and bypass moderation every time.
    4. Notify a sender if their message isn't approved: Choose whether you would like senders to be told their email was denied.
  6. Select Save.

 

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