Managing Distribution List Membership in New Outlook

Introduction

This document outlines the steps for staff members who are designated as owners of a distribution list (DL) in Exchange Online to add or remove members using the New Outlook interface.

Purpose

The purpose of this procedure is to standardize the method for managing DL membership, ensuring that group owners can efficiently maintain accurate email group lists without requiring IT intervention.

Scope

This applies to all staff who have been assigned ownership of a distribution list in Exchange Online and are using New Outlook for Windows.

Procedure Steps

Preparation

Confirm that you are listed as an owner of the distribution list.
Ensure you are using New Outlook (not Classic Outlook).
Make sure you are signed in with your Microsoft 365 account.

Execution

Step 1: Open New Outlook

Launch New Outlook on your Windows device.
Navigate to the Mail view.

Step 2: Locate Your Distribution Group

At the top-right of Outlook's interface, click on the Settings gear icon.
- This screenshot is in night view. If your's is in day view, it'll be a white background with a black icon.
Select General settings from the left column.
From the expanded menu, click on Distribution groups.
Click on the link "this portal".

Step 3: Access Group Settings

From the top tabs, click on Groups I own.
Click the group name that you want to edit.
A panel will open showing group details.

Step 4: Manage Membership

Click on the Members tab.
To add members:
- Click "View all and manage members".
- Click +Add members at the top of the pop-out window
- Search for the user(s) by name or email.
- Select and confirm to add them.
  - After selecting the member, you can search and add more. When you click add, all check-marked members should be added.
To remove members:
- Locate the member(s) in the list and click on their name.
- Click the Delete icon at the top of the pop-out window.

Verification

Confirm that the new members receive group emails.
If possible, ask removed members to verify they no longer receive group messages.
Optionally, send a test email to the group to validate membership changes.

Troubleshooting

If you cannot see the group under “Groups I own,” verify ownership with IT.
If changes do not save, ensure you are connected to the internet and signed in with the correct account.
If the group is not editable, it may be a classic distribution list requiring changes via Outlook on the Web or by IT.

Documentation

If you track changes, then record any membership changes in your department’s communication log or notify IT if changes impact access or permissions.

Notes

Changes to distribution list membership may take a few minutes to propagate.