How to Manage Members and Owners of a Distribution List

Managing a Cloud-Based Distribution List (DL)

Overview

Owners of cloud-based Distribution Lists (DLs) can manage members, owners, and sender permissions in the Exchange Admin Center (EAC).

It is recommended that each distribution list has at least two owners so someone can manage the list if one owner is unavailable.

Note: This applies only to cloud-based DLs. Microsoft 365 Groups or mail-enabled security groups are managed differently.

How to Access the Exchange Admin Center (EAC)

Direct link: https://admin.exchange.microsoft.com/?page=groups&form=owa_groups

Via Outlook on the Web: Settings → General → Distribution groups → “To manage distribution groups, visit this portal.”

30-Second Quick Guide

  1. Open the Exchange Admin Center

  2. Under Groups I own, select your DL

  3. Manage Members/Owners under Members tab

  4. Manage sending permissions under Settings tab→ Edit delivery management

  5. If required, add moderation under Settings → Edit message approval

Important: Do not change any settings under the General tab -  contact IT for assistance with these settings. 

Manage Members and Owners

  1. Select your Distibution List → Members tab

  2. Add or remove members or owners

Important Notes:

  • Keep at least one owner; recommended: two owners

  • Avoid removing yourself unless another owner is already assigned

Click Save when finished.

Control Who Can Send to Your Distribution List

  1. Go to Settings → Edit Delivery management

  2. Choose one:

  • Only allow messages from people inside the organization

  • Allow messages from people inside and outside the organization

  • Restrict to specified users or groups (add individual users or groups under Specified Senders).

Click Save when finished.

Enable Message Moderation

  1. Go to Settings → Edit Message approval

  2. Turn on Require moderator approval for messages sent to this group

  3. Add moderators

  4. Optionally add senders who don't require message approval 

       5. Choose whether senders are notified if messages are rejected

Click Save when finished.

Tips & Important Notes

  • Some groups may be Microsoft 365 Groups or mail-enabled security groups; these are managed elsewhere

  • Changes may take a few minutes to apply across Microsoft 365

Troubleshooting

  • Cannot see or edit DL: Check Groups I own; contact IT if missing

  • Changes not applied: Ensure you clicked Save and wait a few minutes

When to Contact IT

Submit an IT ticket for:

  • Any changes to the general tab 
  • Being added as the owner of a distribution list, when you do not see it under 'Groups I Own'
  • Questions regarding distribution list settings

Include the DL name and the requested change/inquiry. 

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