Distribution list in Office 365

In this Office 365 tutorial, We will discuss the distribution list in Office 365. Also, We will cover the below topics:

  • How to create a distribution list in Office 365
  • Office 365 distribution list vs Group
  • Office 365 distribution list Limit
  • Office 365 distribution list Alias
  • How to add members to the Office 365 distribution list
  • Office 365 distribution list delete
  • Create a dynamic distribution list in Office 365

Create a Distribution list in Office 365

Here, I am going to explain how to create a Distribution list in Office 365.

  • First, log in to the Microsoft Office 365 portal and then go to¬†Admin.
  • Once you will click on Admin, it will open the Office 365 admin center where you can create a new group. Click on Groups >> Groups >> Add a group as shown below.
create a Distribution list in Office 365
Create a Distribution list in Office 365
  • Select the Distribution option from the Choose a group type, then click on Next.
how to create a distribution list in office 365 admin
Steps to Create a Distribution list in Office 365
  • In the Set up the basics page, fill out some basic information about the group you would like to create.
  1. Name: Type the name of your group that you want to create.
  2. Description: Enter the Description of your group.

Click on Next.

making a distribution list in office 365
Create a Distribution list in Office 365 steps
  • Under Edit settings page, Provide the Group email address to send emails to all the members of the list.
  • Select the checkbox to allow people outside of your organization to send an email to this distribution group. Click on Next.
how to create a distro list in office 365
Create a Distribution list in Office 365
  • In Review and finish adding group page, you can edit and check all the options before adding your new group.
  • Then click on Create group to create a distribution list.
create a new distribution list in office 365
create a new distribution list in office 365

Here, your New group will be created. It can take up to an hour for the group to appear on your group list. If you don’t see your new group yet, go to the Exchange admin center.

Create a Distribution list in Office 365
Create a Distribution list in Office 365
  • In the Groups window, “My group” is not on the list that we created in the Distribution list.
  • Now, click on go to the Exchange admin center to see the created distribution list.
how to make a distribution list in office 365
  • In the Exchange admin center page, click on recipients option in the left-hand navigation menu and then click on groups.
  • Under the DISPLAY NAME, you can see the “My new group” and under the GROUP TYPE, you can see the type of your group that is “Distribution list”.
how to setup a distribution list in office 365
setup a distribution list in office 365

Office 365 distribution list vs Group

  • Office 365 group both outside and inside the organization, people get connected to each other and the group members can share their workspace for files, calendars, events, and conversations.
  • The Distribution list is used for sending the notifications to all the members of a group.
  • If the external email is enabled by the administrator, then you can receive an email in the distribution list.
  • Office 365 groups are accessed by mobile apps like Outlook for ios or Outlook for Android.
  • In the distribution list, the document library is not available but in the office 365 group, it will setup automatically in SharePoint.
  • In the distribution list, you cannot restore a deleted group, but in Office 365 group you can restore the deleted group within 30 days after the deletion.
  • In the distribution list, you can take the dynamic membership which is possible with Dynamic Distribution Groups.
  • Office 365 dynamic membership requires an Azure AD Premium subscription.

Office 365 distribution list Limit

There are some Office 365 distribution list limits and all the limits are applicable to all the office 365 subscriptions(both office 365 business essentials and office 365 Enterprise E5 subscriptions ) that are mentioned as below:

  • In the office 365 distribution list number of groups created by a single user or admin is 300,000.Office 365.
  • In the distribution list, the number of group owner is 10.
  • In the distribution list, the maximum size for messages sent to the groups with 5,000-99,999 members is 25MB.
  • In the distribution list, the member count is 100,000.

Office 365 distribution list Alias

Below are the steps to add alias in Office 365 distribution list:

Note:

The alias is used to generate the email address of the group.
  • Open Exchange admin center >> recipients >> groups.
  • Double click on the object of the group in which you want to add alias.
  • Select email options then click on add to add an alias to this group.
  • Click on edit if you want to edit the email address.
  • Select the email address and you can delete it by clicking on delete.
Office 365 distribution list Alias
Office 365 distribution list Alias
  • Now, type the email address to add the email options.
  • Click on Ok >> Save to save the changes.
Office 365 distribution list Alias add
Office 365 distribution list Alias

Office 365 distribution list Add Members

Steps to add members in Office 365 distribution list:

  • In Office 365 portal, Go to the Microsoft Admin Center >> Click on Groups >> Groups >> Double click on the distribution list that you have created.
  • Now, click on View all and manage member options to add the members to your distribution list.
Office 365 distribution list Add Members
Office 365 distribution list Add Members
  • Select the group members and add the members in the group, then click on Save.
Office 365 distribution list Add Members
Office 365 distribution list Add Members

Here, you can see the members added to the distribution list.

how to Add Members in distribution list in office 365
Office 365 distribution list Add Members

Office 365 distribution list Delete

  • In the Office 365 portal, Go to the Microsoft Admin Center >> Click on Groups >> Groups >> Select a distribution list that you want to delete.
  • Click on the Delete group to delete the selected distribution list.
  • Also, You can delete the selected group from the vertical three-dot option as shown below screenshot.
 distribution list Add Members
Office 365 distribution list Delete

Now, Click on Delete group to confirm it for deletion.

Create a Dynamic distribution list in Office 365

In dynamic distribution groups, the membership list is calculated every time a message is sent to the group. This calculation is based on rules you define when you create the group.

When an email message is sent to a dynamic distribution group, it’s delivered to all recipients that match the rules you’ve defined.

Below are the steps to create a Dynamic distribution list:

  • From the Office 365 Admin Portal, Click on Admin >> Exchange.
  • Also, you can directly open by using the App launcher (click on Admin >> Exchange).
  • Click on recipients >> groups.
  • Click on New Office 365 group drop-down menu and then select the Dynamic distribution group.
Create a Dynamic distribution list in Office 365
Create a Dynamic distribution list in Office 365

In new dynamic distribution list window provide the below details:

  • Display name: Give the display name and the name should be user-friendly, so that users will recognize what it is.
  • Alias: Give the alias to generate the email address of the group.
  • Notes: Provide a description of the group.
  • Owner: Browse and add the owner of the dynamic distribution group.

Click on Save to create a new Dynamic distribution list.

how to create a Dynamic distribution list in Office 365
Create a Dynamic distribution list in Office 365

You may like following office 365 tutorials:

In this Office 365 tutorial, we discussed the distribution list in Office 365. Also, We covered these below topics:

  • Create a Distribution list in Office 365
  • Office 365 distribution list vs Group
  • Office 365 distribution list Limit
  • Office 365 distribution list Alias
  • Office 365 distribution list Add Members
  • Delete an Office 365 distribution list
  • Create a Dynamic distribution list in Office 365
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