Important Points

What are Distribution Lists used for?

Office 365 Distribution Lists at Yale can be used for two purposes:

• As a mailable contact list that is published in the Global Address List (GAL).
• As a security group governing access to shared mailboxes and resource calendars.

Owner

• Can only manage the distribution group. (i.e. can add/remove additional owners and members)
• Ownership of a group does not grant you Member access to that resource.
• For the Owner to receive mail sent to the group or access the resource the group is attached to, the Owner must also be added as a Member.

Member

• Will be a recipient on mail distribution lists.
• Will have access to the shared mailbox or resource calendar associated with the distribution list.
• Cannot add additional members.

Add or remove Group Owners or Members

1. Log into the group administration portal. Sign in with your Yale Office 365 email if prompted. 
2. Select the Groups I Own tab.
3. Click the group you would like to manage from the list. A new window should open on the right side of the current page. 
4. Select the Members tab.
5. Modify the Group Owners and/or Members as needed.
   • To add or remove a list owner:
     1. Select View all and manage owners under the Owners section.
     2. To add additional owners, click + Add Owners.
     3. Search for the person needed either by their Yale email or their name in the format of Last name, First name.
     4. Select the person. A blue check mark will appear next to their name in the search results. Repeat for the additional owners needed. 
     5. Once all the owners needed have been selected, click the blue Add button. Note: The total amount of people selected will be displayed in the blue button. 
     6. You will receive the following message: The changes are saved and will appear within 5 minutes. You may now exit out of the Owner's window. 
   • To add or remove members:
     1. Select View all and manage members under the Members section.
     2. To add additional owners, click + Add Members.
     3. Search for the person needed either by their Yale email or their name in the format of Last name, First name.
     4. Select the person. A blue check mark will appear next to their name in the search results. Repeat for the additional owners needed. 
     5. Once all the owners needed have been selected, click the blue Add button. Note: The total amount of people selected will be displayed in the blue button. 
     6. You will receive the following message: The changes are saved and will appear within 5 minutes. You may now exit out of the Member's window. 

Note: Due to the required Microsoft licensing, EliApps users cannot be granted owner or member access to a distribution list associated with access to a shared mailbox. 

Modify Distribution List Settings

A list owner may modify the membership approval, delivery management, message approval, or MailTip options using the steps below.

1. Log into the group administration portal.
2. Select the Groups I Own tab.
3. Click the group you would like to manage.
4. Select the Settings tab.
5. Select the control you wish to manage.
6. Configure the options as desired. Click Save when done.

Finding the Owner of a Distribution Group

1. Log into Outlook Web Access (OWA) via outlook.office365.com/yale.edu.
2. In the navigation panel on the left side of the page, Click on the People button.
3. Click on the arrow next to Directory to expand the list.
4. Choose the All Distribution Lists option.
   • Note: If you bring up the DL by using the Search option, it may only show you the members and not the owners.
5. Scroll through the list to find the Distribution List group you are looking for.
6. Click on the Distribution List group name and the Information panel should pop up on the right.
7. Click on Owner to show the owner list.