Managing Distribution Groups in Outlook for Windows

Step-by-Step Guide

Finding the Distribution Group

1. Open Outlook and click on the Address Book icon in the find section of the Home ribbon
2. Click "More Columns" next the Search:
3. In the Address Book drop down select the "Global Address List"
4. In the search area type the name of the group you want to find and click go
5. Double click on the distribution group when it appears in the search results

Modifying Membership - Adding members to a list

1. Open the distribution group by searching for it following the instructions above

   Some distribution groups have other groups as members.  If you need to drill down further double click on a group within the members section to open the group until you're in the right place

2. Click the modify members button
3. Click Add...
4. Make sure "More Columns" is selected in the Search options and that the Global Address List is selected from the Address Book drop down menu
5. Type in the name or MyID of the person you want to add and click enter

6. Double click the person you want to enter and notice that they appear in the Add section at the bottom

   If the person you want to add doesn't appear and you confirmed you were searching More Columns and using the Global Address List they may have a FERPA flag.  Details on how to address this are available on the EITS help page.

7. Repeat for any others you want to add
8. Click  Ok to close out the Add Users window
9. Click Ok to close the Contact Group Membership window
10. Click OK to close the membership group window

Modifying Membership - Removing members from a list

1. Open the distribution group by searching for it following the instructions above

   Some distribution groups have other groups as members.  If you need to drill down further double click on a group within the members section to open the group until you're in the right place

2. Click the modify members button
3. Click the name of the person you want to remove to highlight them
4. Click Remove
5. Repeat for others as needed
6. Click Ok to close the Contact Group Membership
7. Click OK to close the membership group window

Modifying Membership - Removing a single member from multiple lists

1. One the address book and search for the individual you wish to remove
2. Double click on their name
3. Click on the member of tab
4. From here you can double click on different groups and complete the following steps to remove them:
   
   1. Click the modify members button
   2. Click the name of the person you want to remove to highlight them
   3. Click Remove
   4. Click Ok to close the Contact Group Membership
   5. Click OK to close the membership group window
   6. Repeat as necessary for additional groups from the Member Of tab