Purpose The procedures below provide outlined steps for managing distribution lists using OWA (Outlook Web App).

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1 416 Agriculture Hall Michigan State University Title: Using OWA to Manage Distribution Lists Document No Revision Date - 3/2012 Revision No. - 2 Purpose The procedures below provide outlined steps for managing distribution lists using OWA (Outlook Web App). Policy N/A Definitions Distribution List Are list that you use to send messages to large groups of people.

2 The purpose of this document is to outline the steps in managing Distribution Groups in OWA (Outlook Web Application). Distribution Groups are a collection of mailboxes. Each Distribution Group has a unique address in the address book, and this address can be used to send s to large groups of users at one time. Several of these lists are managed by IT and Central Administration, but the majority of these lists are managed by an administrator (in the case of a department or program). Each list can have multiple owners, and these owners are responsible for list membership as well as changes to these lists. These lists must be maintained by using a web-based application in OWA called the Exchange Control Panel (ECP). The ECP is accessed the same way as OWA, and in fact when you log in to OWA it is only one click away from your mailbox after you login. Accessing the ECP (Exchange Control Panel) via OWA (Outlook Web App) 1. First Sign In to OWA using your ANR username and password. Go to Sign in to OWA, with your username starting with anr\ or anr\username Choose This is a public or shared computer, if you are connecting to OWA from a public computer (at a Wi-Fi hotspot, coffee shop, unsecured network, etc..) Choose This is a private computer, if you are the only person using your computer (i.e. your work computer, home computer on a secured network, etc.) 2

3 2. Once you are in OWA, click on the Options menu (under your name on the right side of the screen), and choose See All Options from the dropdown menu. 3. Click on Groups from the left side navigation pane. You will now see a list of Public Groups. The group on the left will list Public Groups I Belong To These are the groups you belong to in ANR. Do not worry about this list, you can t change anything under this list anyway. For our purpose here, of managing Distribution Groups, you should look to the list on the right; Public Groups I Own. This is the list that you will access to manage groups you are the owner of. 3

4 4. To display the details of a group(s) you are owner of, click on the name of the group, and then click Details or you can simply double click on the name of the group to open the details. There are 7 items that you can access and change in the details area. The 7 areas are: General - This area includes the display name, alias and description of the group. The display name should be user friendly so people recognize what it is. Ownership In this area you will see listed the owners of the group. Here you can add or remove owners. Membership Here you can add and remove members of the group. You can add members using the GAL (Global Address Book). Membership Approval You have 3 choices here; open, closed and owner approval. Delivery Management This area is reserved for restricting who can send to the group. Message Approval Use this area to set the approval level of sent messages for the group. You also have the option of adding senders who don t require message approval. Options The address the group can receive messages from is listed here. MailTip You can create a MailTip here to be displayed when people send from this group. 4

5 Details Area Explained This is where you change/manage settings 1. General Display Name You can rename the group, so that is user-friendly Alias Do not change this setting Description You may add a description of the group here if you like 5

6 2. Ownership Add Owners You will see at least one Owner here (you) and might see others. To add additional Owners, simply click on Add. The GAL (Global Address Book) will open. Type the name of someone you would like to add and click on the little magnifying glass to the right of the name. When the name appears in the list, click on the name and then click the green word Add at the bottom of the screen. You can continue to Add names by searching again and clicking Add. Click OK when you are done adding names. Type Name of Person Here Click Here to Search Current Owners Click Here to Add Name 6

7 3. Ownership Remove Members You can remove Owners easily. Just click on the name of the Owner you want to remove and click Remove. The Owners name will be removed from the list. Click Owners Name, Then Click Remove 7

8 4. Membership Add/Remove Members To add/remove Members to your group, simply click on Add or Remove. The procedure here is the same as adding/removing Owners. 8

9 5. Membership Approval You Have 3 Choices Here 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. This is the default setting. Owner Approval: All requests are approved or rejected by the group owners. If you select this setting, the group owner or owners receive an message from the person who is requesting approval to join the group. 9

10 6. Delivery Management Add/Remove Members In this section, by default, anyone inside of ANR can send to this group. If you want to restrict who can send to this group, click Add and like in the add Owners or Members sections above, use the GAL to add people who can send. If you added someone and want to remove them, click the person s name and then click Remove. Add/Remove Members Here 10

11 7. Message Approval By default, the Messages sent to this group check box is selected and the group owner(s) automatically become the moderator. You can turn this off by unchecking the box. Moderators can approve or reject incoming messages. If you want to add another moderator, simply click Add and add someone from the GAL. If you want to remove a moderator, simply click their name and click Remove. You can also add/remove senders who don t require message approval. You can also select one of the following settings to let message senders know whether their messages were approved: Notify all senders when their messages aren't approved. This is the default setting. It includes all people and groups in your address book and people who don't have an account in your organization. Notify senders in your organization only when their messages aren't approved. When you select this option, only people or groups in your shared address book 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 people whose messages are not approved by the group moderators. Moderators Show Here. If no Moderators are shown, Owners are Moderators. Add Members Who Don t Require Approval Here Select Moderation Notification Here 11

12 8. Options This section lists the addresses that the group sends to. There is nothing to change here; it is just for your information. Addresses This Group Sends To 12

13 9. MailTip The MailTip area is for adding a message to be displayed when people send to this group. You can add a message like Your message will need approval after you have sent to this group Just delete the default text You must get approval to send here and add your own. Make sure you click Save after you are done making changes to this details section. Add Your Own MailTip Here 13