Distribution Groups Report
Distribution list inventory with member counts, last used date, and owners. Identify unused groups for cleanup and optimize your Exchange Online group management.
Overview
The Distribution Groups Report provides a comprehensive view of all distribution lists across your Exchange Online environment. Use this report to identify stale groups, groups with excessive membership, and groups without designated owners.
Report Columns
| Column | Description |
|---|---|
| Group Name | Display name of the distribution group |
| Email Address | Primary SMTP address |
| Group Type | Distribution List, Mail-Enabled Security, or Dynamic |
| Member Count | Total number of members in the group |
| Owner | Designated group owner(s) |
| Last Message Date | Date of the last message sent to the group |
| Created Date | When the group was created |
| Hidden from GAL | Whether the group is hidden from the Global Address List |
Group Categories
- Distribution Lists — Standard email distribution groups for broadcasting messages
- Mail-Enabled Security Groups — Groups used for both email delivery and access control
- Dynamic Distribution Groups — Membership determined by filters (department, title, etc.)
Health Indicators
The report highlights groups that may need attention:
- No Owner — Groups without a designated owner cannot be self-managed
- Unused (90+ days) — Groups with no messages in the last 90 days may be abandoned
- Large Groups (500+ members) — May benefit from conversion to Microsoft 365 Groups
- Duplicate Groups — Groups with overlapping membership that could be consolidated
Filters
- Group Type — Distribution List, Mail-Enabled Security, Dynamic
- Activity Status — Active, Inactive (30 days), Stale (90+ days)
- Member Count — Range filter for group size
- Owner Status — Has owner, No owner
- Tenant — Filter by managed tenant
Cleanup Recommendations
- Review groups with no activity in 90+ days and confirm if they are still needed
- Assign owners to unmanaged groups
- Consider migrating large distribution lists to Microsoft 365 Groups for better collaboration
- Remove duplicate groups to simplify the address book
API Reference
GET /api/reports/exchange/distribution-groups— Get distribution groups reportGET /api/reports/exchange/distribution-groups/{id}/members— Get group membersPOST /api/reports/exchange/distribution-groups/export— Export report data
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