Manage distribution lists in Exchange

  • Last updated on: 2016-01-27
  • Authored by: Joanna Salazar

When you create a distribution list in Hosted Microsoft Exchange, you are creating a group email address. When someone sends an email to that email address, the email is automatically sent to all the members of the distribution list. These members can be mailboxes within the domain, contacts outside of the domain, or both.

View all distribution lists

To view all distribution lists, log in to the Cloud Office Control Panel and perform the following steps:

  1. Click the Go to section menu and select Microsoft Exchange.

  2. Click the Lists tab.

  3. If you have multiple domains, select the appropriate domain name. To change domains at any time, click the arrow next to the currently selected domain.

Starting from the list of distribution lists available in your domain, you can add, edit, or delete a distribution list. Follow the instructions below for the action you want to perform.

Add or edit a distribution list

  1. While viewing your distribution lists on the Lists tab, click on the display name of the list you want to edit. If you are creating a new list, click Add Distribution List.

  2. On the General page, enter or edit the following fields:

    • Display Name: Enter a descriptive id for the list.

    • Email Address: Enter a unique address ID such as sales or staff) for the list.

    • Hide from Global Address List: To hide the distribution list so that it cannot by viewed by others from the Global Address List, select this check box.

  3. To add a mailbox as a member of the list, select the check box next to the mailbox userid in the Members section. Use the search tool to locate specific email addresses.

  4. To configure the following optional sections, click Advanced:

    • Members: Search tool to filter specific users.

    • Senders: To designate who can send email to this list, select Anyone or Selected addresses on this domain. If you select Selected addresses on this domain, specify the users.

    • Email Addresses: Create alias (or alternative) email addresses for the list.

  5. Click Create Distribution List or Save Distribution List.

Delete a distribution list

  1. While viewing your distribution lists on the Lists tab, select the check box next to each list that you want to delete. To select all lists, select the check box that appears next to the Delete button at the bottom of the page.

  2. Click Delete.

    A pop-up box appears to confirm that you want to delete the list.

  3. Click Delete n Distribution List, where ā€œnā€ is the number of lists that you selected.

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