How to Create and Manage Distribution Lists in Office 365

8 February 11, 2025

A distribution list (also known as a distribution group) in Office 365 allows users to send emails to multiple recipients using a single email address. This is useful for teams, departments, or company-wide announcements. This guide walks you through creating and managing distribution lists using the Microsoft 365 Admin Center and PowerShell.

Requirements

  • Admin access to the Microsoft 365 Admin Center or Exchange Online PowerShell.
  • A valid Office 365 license for the admin creating the group.

Method 1: Create a Distribution List Using the Microsoft 365 Admin Center

Step 1: Log into the Admin Center

  1. Open a browser and go to https://admin.microsoft.com.
  2. Sign in with your administrator credentials.

Step 2: Navigate to Distribution Lists

  1. In the left-hand menu, go to Teams & Groups > Active Teams & Groups.
  2. Click + Add a group and select Distribution List.
  3. Click Next to proceed.

Step 3: Configure the Distribution List

  1. Set the Group Name: Enter a name for the distribution list (e.g., “Marketing Team”).
  2. Assign an Email Address: Define an email address for the list (e.g., [email protected]).
  3. Description (Optional): Provide a brief description of the group’s purpose.
  4. Click Next to continue.

Step 4: Add Members

  1. Click + Add members and select users who should receive emails sent to this distribution list.
  2. Click Next once all members have been added.

Step 5: Set Email Sending Permissions

  1. Choose whether only internal senders or external senders can send emails to the list.
  2. Click Next, review the settings, and click Create Group to finalize the distribution list.

📌 Note: It may take a few minutes for the distribution list to appear in Outlook.

Method 2: Create a Distribution List Using PowerShell

For bulk management, PowerShell is the fastest way to create and modify distribution lists.

Step 1: Connect to Exchange Online PowerShell

  1. Open PowerShell on your computer.
  2. Run the following command to connect to Exchange Online:powershellCopyEditConnect-ExchangeOnline -UserPrincipalName [email protected]

Step 2: Create a New Distribution List

Run the following command, replacing values as needed:

New-DistributionGroup -Name "Marketing Team" -PrimarySmtpAddress "[email protected]" -Alias "marketing"

Step 3: Add Members to the Distribution List

To add members, use the following command:

Add-DistributionGroupMember -Identity "[email protected]" -Member "[email protected]","[email protected]"

Step 4: Verify the Distribution List

Check the distribution list members using:

Get-DistributionGroupMember -Identity "[email protected]"

Managing a Distribution List

Modify Members in Admin Center

  1. Go to Admin Center > Teams & Groups > Active Teams & Groups.
  2. Select the distribution list and click Edit to add or remove members.
  3. Click Save changes when done.

Modify Members in PowerShell

Best Practices

✅ Use Groups for Permissions – Consider using Microsoft 365 Groups instead of distribution lists if you need collaboration features.
✅ Limit External Senders – Restrict who can send emails to prevent spam or phishing risks.
✅ Review Membership Regularly – Update distribution lists as teams change roles.