Applies to: Office 365 for professionals and small businesses, Office 365 for enterprises, Live@edu
Topic last modified: 2011-03-19
After you create a distribution group, you can view the properties of the group or make changes and set additional details in the Exchange Control Panel. Here's how:
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Select Manage My Organisation > Users & Groups > Distribution Groups.
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In the Groups list, select the group you want to view or change.
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After you have selected a group, click Details. You can view or change the following:
General This section provides basic information about the group.
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* Display name This name appears in the shared address book, on the To: line when email is sent to this group, and in the Groups list. The display name is required and should be user-friendly so people recognise what it is. It also has to be unique in your domain.
If you've implemented a group naming policy, the display name has to conform to the naming format defined by the policy.
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* Alias The name portion of the email address that appears to the left of the @ symbol. It has to be unique in your domain. When a user types the alias in the To: line of an email, it resolves to the group's display name.
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* Email address The email address for the group. If you change it, it must be unique in your domain.
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Description Use this field to describe the group so people know what the purpose of the group is.
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Hide this group from the shared address book Select this box if you don't want users to see this group in the shared address book. To send email to this group, a sender has to type the group's email address for this group in the To: or Cc: fields. Consider hiding security groups because they're typically used to assign permissions to group members and not to send e-mail.
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* Owners By default, the person who creates a group is the owner. All groups must have at least one owner. You can add owners by clicking Add. You can remove an owner by selecting the owner and then clicking Remove.
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Members To add members, click Add. Select a user or other group and click Add. When you are finished adding members, click OK to return to Group properties. To remove members, select a member from the list and click Remove.
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Choose whether owner approval is required to join the group These settings apply to membership. Select one of the following settings:
• Open: Anyone can join this group without being approved by the group owners
• Closed: Members can be added only by the group owners. All requests to join will be rejected automatically.
• Owner Approval: All requests are manually approved or rejected by the owners. If you select this option, the group owner or owners receive an email requesting approval to join the group.
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Choose whether the group is open to leave Select one of the following settings:
• Open: Anyone can leave this group without being approved by the group owners
• Closed: Members can be removed only by the group owners. All requests to leave will be rejected automatically If you select this option, the group owner or owners receive an email requesting approval to leave the group.
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Only senders inside my organisation Select this option to allow only senders in your organisation to send messages to the group. This means that if someone outside of your organisation sends an email message to this group, it is rejected. This is the default setting.
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Senders inside and outside of my organisation Select this option to allow anyone to send messages to the group.
You can further limit who can send messages to the group by allowing only specific senders to send message to this group. Click Add and then select users, groups or external contacts. If you add senders to this list, they are the only ones who can send mail to the group. Mail sent by anyone not in the list is rejected.
Important If you have configured the group to allow only senders inside your organisation to send messages to the group, email sent from an external contact is rejected, even if they are added to this list.
To remove a person or a group from the list, select them from the list and then click Remove.
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Messages sent to this group have to be approved by a moderator
This box isn't selected by default. If you select this box, incoming messages are reviewed by the group moderators before delivery. Group moderators can approve or reject incoming messages.
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Group moderators To add group moderators, click Add. To remove a moderator, select the moderator, and then click Remove. If you have selected "Messages sent to this group have to be approved by a moderator" and you don't select a moderator, messages to the group are sent to the group owners for approval.
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Senders who don't require message approval
To add people or groups that can bypass moderation for this group, click Add. To remove a person or a group, select the item, and then click Remove.
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Select moderation notifications Use this section to set how users are notified about message approval.
• Notify all senders when their messages aren't approved This is the default setting. Notify all senders, inside and outside your organisation, when their message isn't approved.
• Notify senders in your organisation only when their messages aren't approved When you select this option, only people or groups in your organisation are notified when a message that they sent to the group isn't approved by a moderator.
• Don't notify anyone when a message isn't approved When you select this option, notifications aren't sent to message senders whose messages aren't approved by the group moderators.
MailTip Use this section to add a MailTip to alert users of potential issues if they send a message to this recipient. A MailTip is text that is displayed in the infobar when this recipient is added to the To, Cc or Bcc fields of a new email message. For more information, see Configure MailTips.
For example, you could add a MailTip to large groups to warn potential senders that their message will be sent to lots of people.
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* Display name This name appears in the shared address book, on the To: line when email is sent to this group, and in the Groups list. The display name is required and should be user-friendly so people recognise what it is. It also has to be unique in your domain.
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When you're finished, click Save to keep your changes or click Cancel to close the dialogue box.
