Learn How to Create Distribution List in Office 365

Megha Sharma
Megha Sharma | Updated On - 04 Mar 2022 |

Read time 6 minutes

Groups, Distribution Lists, Shared Mailboxes, etc. are some advanced features provided by Microsoft in the Office 365 platform. Each of these amenities allows multiple users to collaborate and communicate easily. Talking about the Distribution List, let us know about this and its features.

Distribution Lists – Feature

Distribution Groups (Distribution Lists) are convenient for sending emails in bulk without adding each recipient separately. All the members get the email once added to the list/group. This feature is useful for those who work on a common project to get updated with all the information. Also, it can be used to send emails related to a common topic. Here are the peculiarities of a Distribution List.

  • Can be managed through EAC as well as PowerShell cmdlets
  • Allows any user (external or internal) to send emails to the members of the group
  • Dynamic membership is available through Dynamic Distribution Groups
  • Free or Paid AAD subscription works as a license
  • So, the Distribution List helps to create a central communication platform for multiple users to share their work, ideas, crucial information, urgent message, etc. An Office 365 user with global administrator rights can easily create a Distribution List in Office 365.

    Create an Office 365 Distribution List

    If you want to create a Distribution List in Office 365, perform the following procedure.

    1. Open Office 365 admin center and then navigate to Groups>Groups.
      Open Office 365 admin center
    2. Then click + Add a group option to add a Distribution List.
      add a Distribution List
    3. The New Group page will get open. Here, under Add a group, select Distribution List option from the Type drop-down.
      Add a group
    4. Note: Users can click on the +Distributions list tab on the Home>Groups page to add Distribution List directly.
      add Distribution List directly

    5. Add a Group name, Group email address, Description (optional), drag the option to On/Off to allow/disallow external users (outside of the organization) to send emails to this group. Read the instructions given below and click Add.
      allow/disallow external users
    6. A message will be displayed that the Group was added. Click Close.
      Click Close
    7. Select your newly created Distribution List and double-click on it. You can anytime edit the Group name, Owners, Members, and Exchange Settings using the respective Edit options.
      edit the Group name etc.
    8. Click Edit against Owners to add the Group owners. Click + Add owners, search them using the option, and add them. After adding desired owners, click Close.
      Note: Group Owners need not be members of the distribution group. By default, the user who is creating the group is the owner. However, he can add more owners to the group.
      add more owners to the group
    9. To add members to the Distribution List, click Edit against Members option. Then click + Add members to search and add the members from the users’ list. Add the desired members and click Close.
      Add the desired members
    10. You can also change the Exchange Settings by clicking the Edit Exchange Settings option against Exchange Settings. Different Exchange Settings categories like ownership, membership, membership approval, delivery management, message approval, email options, MailTip, group designation are available. Users can change the settings as per the need and click Save to save it.
      click Save to save it
    11. You can manage the senders of the emails whether from inside the organization only or both inside and outside the organization by clicking the delivery management category within the Exchange Settings option. Select the desired radio button and click Save to save this setting.
      Save to save this setting
      Therefore, the Distribution Lists group in Office 365 is successfully created along with desired members and settings. Similarly, users can create Office 365 Groups.

    Some users need to backup Office 365 data to Outlook due to many reasons. For such users, we recommend Kernel Office 365 Backup & Restore software which swiftly backups the complete Office data including mailboxes, groups, distribution lists, etc. to PST format which can be opened within the Outlook application later on. This software can restore or import the PST files to Office 365 too. Download the tool for free (Trial version) to try its features.


    In Office 365, groups and distribution lists can be created to communicate through a single email address to multiple members. The procedure to create distribution lists is discussed here. However, users can try the automated Kernel Office 365 Backup and Restore software if they need to backup Office 365 to PST.