Product Documentation

Managing Distribution Groups

Jun 05, 2015
Exchange distribution groups are collections of users, contacts, and other distribution groups that are represented with a single email address in the Global Address List. When a user sends an email to the group email address, all members of the group receive the email.

When Exchange services are provisioned to customers, users can view distribution groups through the Global Address List using Outlook, as well as create and manage distribution groups.

Users who create distribution groups are known as owners. Additionally, group ownership can be assigned to a group of Exchange users or a security group. Group owners can add and remove members through Outlook.

Full Customer Service Administrators can create and delete groups, manage group members, and configure group email alias permissions and member email restrictions.

To create distribution groups

  1. From the Services Manager menu bar, click Services > Exchange > Distribution Groups.
  2. Under Group Management, type a name for the group you want to create and ensure the Distribution option is selected.
  3. Click New Group. The distribution group is created and the group properties screen appears.
  4. Click Save.

To add members to a distribution group

  1. From the Services Manager menu bar, click Services > Exchange > Distribution Groups.
  2. Select the group to which you want to add members.
  3. Click the Members tab.
  4. In Member Search, type the name of the contact you want to add and click Find.
  5. Select the contact's checkbox and click Add.
  6. Click Save.

To create an email alias for a distribution group

  1. From the Services Manager menu bar, click Services > Exchange > Distribution Groups.
  2. Select the group for which you want to create an email alias.
  3. Click the Email tab.
  4. In the Group Email Addresses table, click Add. A blank alias table entry appears.
  5. Under Name, type the email alias you want users to specify when sending emails to the group.
  6. Click Update to save your entries.
  7. Click Save.

To restrict incoming email to distribution groups

To prevent external "spam" emails from flooding the group, you can configure distribution groups to accept email only from users within the customer's organization.

  1. From the Services Manager menu bar, click Services > Exchange > Distribution Groups.
  2. Select the group to which you want to restrict email.
  3. Click the Email tab.
  4. Select the Senders require authentication checkbox.
  5. Click Save.

To designate group owners

  1. From the Services Manager menu bar, click Services > Exchange > Distribution Groups.
  2. Select the group for which you want to assign an owner.
  3. Click the Management tab.
  4. In Owner Search, type the name of the contact to whom you want to assign group ownership and click Find.
  5. Select the contact's checkbox and click Add.
  6. Under Membership Approval, choose whether owner approval is required for joining or leaving the group.
  7. Click Save.

To enable users to send email through distribution groups

You can assign certain users to send email using the distribution group alias. To recipients, the sender appears as the name of the distribution group instead of the individual user.

  1. From the Services Manager menu bar, click Services > Exchange > Distribution Groups.
  2. Select the group through which you want users to send email.
  3. Click the Permissions tab.
  4. Under Send-As Permissions, search for the users you want to add.
  5. Select the checkbox for each user you want to add and click Add.
  6. Click Save.

To restrict group access to specific users

  1. From the Services Manager menu bar, click Services > Exchange > Distribution Groups.
  2. Select the group to which you want to restrict access.
  3. Click the Permissions tab.
  4. Under Accepted Senders, select the Only users in the following list option.
  5. Search for the users you want to add and select the checkbox for each user.
  6. Click Add.
  7. Click Save.

To block group emails from specific users

  1. From the Services Manager menu bar, click Services > Exchange > Distribution Groups.
  2. Select the group to which you want block users.
  3. Click the Permissions tab.
  4. Under Rejected Senders, select the Only users in the following list option.
  5. Search for the users you want to add and select the checkbox for each user.
  6. Click Add.
  7. Click Save.