Distribution Groups

Manage distribution groups for sending email to multiple recipients. Distribution groups expand to member addresses when email is sent, making it easy to reach teams, departments, or project groups.

Note: For new collaboration needs, consider Microsoft 365 Groups which provide a shared mailbox, calendar, document library, and Teams integration in addition to email distribution.

Distribution Group List

Group Types

Distribution Group

Traditional mail-enabled group with static membership managed by administrators. Messages sent to the group address are delivered to all members.

Mail-Enabled Security Group

Security group that can also receive email. Use when you need both access control (SharePoint, Teams) and email distribution.

Dynamic Distribution Group

Membership calculated automatically based on recipient filters. Members update as user attributes change (department, location, etc.).

Creating a Distribution Group

1. Display Name — Name shown in Outlook address book.
2. Alias — Short name used for the email address.
3. Owners — Users who can manage membership and settings.
4. Members — Users, contacts, or other groups that receive messages.

Delivery Management

Sender Restrictions

Control who can send to the distribution list:

• All senders (internal and external)
• Only internal senders (block external)
• Only specific senders or groups

Message Approval

Require moderator approval before messages are delivered. Useful for all-company lists to prevent spam.

Message Size Limit

Maximum message size that can be sent to the group. Prevents large attachments from overwhelming mailboxes.

Self-Service Options

• Open Group — Anyone can join without approval
• Closed Group — Only owners can add members
• Approval Required — Users can request to join, owner must approve
• Allow Leave — Members can remove themselves from the group

Common Use Cases

• Department Lists — sales@, marketing@, engineering@
• Project Teams — project-x@, migration-team@
• All Company — all-employees@ (with moderation)
• Building/Location — seattle-office@, floor-3@
• Role-Based — managers@, executives@

Best Practices

• Use descriptive names — Clear names like “Sales Team” help users find the right group.
• Set appropriate restrictions — Block external senders on internal-only lists.
• Enable moderation for large groups — Prevent spam on all-company distribution lists.
• Review membership regularly — Remove departed employees and update group members.

API Reference

GET /api/exchange/distribution-lists List all distribution groups

POST /api/exchange/distribution-lists Create distribution group

GET /api/exchange/distribution-lists/:id/members List group members

POST /api/exchange/distribution-lists/:id/members Add members to group

DELETE /api/exchange/distribution-lists/:id/members/:userId Remove member from group