What is an Microsoft 365 Distribution List?

A distribution list is a collection of email addresses within singular address that can be utilized to reach all recipients at once. Distribution Lists can be configured to allow only managers or all members of the group to send messages to the list. Distribution Lists can also be used as security groups to manage access to Shared Mailboxes, Rooms, and Equipment/Event/Vacation calendars.

When to use Microsoft 365 Distribution Lists

• When you have a collection of people you need to email frequently (e.g. project team, department, etc). 
• Sending mail messages to the Yale Community with less than 500 members. 
• Managing members of a Shared Mailbox, Room, or Departmental Calendar.

Important YaleMessage is preferred when sending to more than 500 members. 

Distribution list limits in Microsoft 365

There are some limits which apply to Microsoft 365 distribution lists that you should be aware of:

• Member count for a distribution list: 100,000.  
  • Yale recommendation is limited to 500 members.
• The number of groups created by a single user/admin: 300,000.
• The number of distribution group owners: 10.
  • Yale recommendation is limited to 3 group managers.
• This type of list is NOT formatted for use with Yale Message.

Requesting a Distribution List

Please reference: Microsoft 365 Email: Managing Distribution Lists in Outlook Web Access (OWA) for instructions on how to find, add or remove Office 365 Distribution Group Owners or Members.

Please reference: Microsoft 365 Email: How to request a Resource Calendar (Room, Event, or Vacation) to request a Shared Mailbox or Microsoft 365 Email: How to request a Resource Calendar (Room, Event, or Vacation) to request a Resource Calendar.