This guide walks you through managing members of an email distribution list (also called a contact group) directly from Outlook. These steps work on Windows workstations.
Adding a User to a Distribution List
- Open Outlook on your workstation.
- Create a new email:
- Click New Email to open a draft message.
- Add the distribution list to the To field:
- In the To: box, start typing the distribution list's name or email address.
- When the correct one appears in the dropdown, click it to select it.
4. Access the distribution list properties:
- Right-click the distribution list in the To field.
- Select Open Outlook Properties from the context menu.
5. Modify the group members:
- In the properties window, click Modify Members.
6. Add the new user:
- Click Add.
- In the Add Users window, start typing the employee's name.
- When their name appears in the list below, select it.
- Click Add → (the employee should now appear in the Members box on the right).
- Click OK.
7. Save the changes:
- Back in the Contact Group Membership window, verify the new employee's name appears in the Members list.
- Click OK to save.
The distribution list is now updated with the new member!
Follow the same steps 1-5 above to reach the Contact Group Membership window.
- Select the user to remove:
- In the Members list, click the name of the employee you want to remove.
- Remove them:
- Click Remove.
- The name will disappear from the Members list.
- Save changes:
- Click OK to update the distribution list.
Tips for Success
- Permissions: You need appropriate permissions to modify distribution lists. Contact IT if you encounter access errors.
- Global Address List: Employee names come from your organization's Global Address List—ensure they're active in the system.
- Test it: After making changes, send a test email to the distribution list to confirm the updates.
- Multiple users: You can add/remove multiple people in one session by repeating steps 6-7.
If you run into issues or need to manage lists in Outlook Web App (OWA), contact your IT support team.