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Managing a Distribution List in Outlook

Stefan Commissaris
  • Updated

In this article, you will learn how to add or remove members as the owner of a distribution list. The procedure differs between classic Outlook and the new Outlook.

 

Important: you must be the owner or administrator of the distribution list to be able to modify the members.

 

Managing a Distribution List in Classic Outlook

  1. Open Outlook.
  2. Go to the Home tab and click on Address Book.

    You can also open the address book with the shortcut Ctrl + Shift + B.
Adresboek openen in klassiek Outlook
  1. If necessary, check at the top that you are using the Global Address List / Global Address List.
  2. Search for the distribution list you want to manage.
  3. Double-click the desired distribution list.
Distributielijst openen in Outlook
  1. Click on Modify Members....
Leden van distributielijst wijzigen
  1. You can now add or remove members.
  2. To add a user, click Add and search for the person in the address list.
  3. To remove a user, select them and click Remove.
  4. Click OK to save the changes.
  5. If necessary, click OK again to close the distribution list window.
Leden toevoegen of verwijderen
Result: the modified member list is saved. The change may take a few minutes before it is visible everywhere.

 

Tip: preferably add users from your own organisation’s address list. External addresses can only be added if the distribution list and Microsoft 365 environment are correctly configured for this.

 

Are you using the new Outlook?

The new Outlook for Windows currently does not support the same Modify Members function for distribution lists from the global address list.

If you are the owner of a distribution list, you can manage the members in many Microsoft 365 environments via Outlook on the web.

  1. Open Outlook on the web:
Open Outlook on the web
https://outlook.office.com/
  1. Open People.
  2. Search among your groups or distribution lists for the lists you own.
  3. Open the desired distribution list.
  4. Choose the option to edit members.
  5. Add members or remove existing members and save the changes.
Don’t see the option to manage members?
You may not be the owner of the distribution list or your organisation’s configuration may not allow self-management. In that case, contact your IT administrator.

 

Distribution List or Personal Contact Group?

This procedure concerns a distribution list of your organisation that is listed in the global address list of Microsoft 365/Exchange.

A personal contact group that you created yourself in Outlook is managed differently and is only part of your own contacts.

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