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Exchange Distribution Group - Overview and Management

Overview: 

Exchange Distribution Groups are email enabled groups that provide partial Listserv funcationality for our internal email community.

The KB provides a basic overview of the elements of the Distribution as wall as the basic Management of users.  

Details: 

Basic elements/features/configurations related to Distribution Groups:

 

Name:  Easily recognizable name.  e.g. - "SLU2021 - St. Lawrence University Class of 2021"

Alias:  Address based name that complies with procedural guidelines.  e.g. - "SLU2021-g"

Email address:  e.g. - "SLU2021-g@stlawu.edu"

 

Members:  These are the email addresses that will be included in the Distribution.  We are currently only allowing internal SLU email addresses in our Distribution groups

 

Managers:  These individuals or groups can manage the membership of the Distribution group.

 

Membership Approval:

- Joining a Group:

Open:  Anyone can join this group without being approved by the group owners/manager

Closed: Members can only be added by group owners/managers.  All requests to join will be rejected automatically.

Owner Approval: Approval by group owner is required

- Leaving a Group:

Open:  Anyone can leave this group without being approved by the group owners

Closed: Members can only be removed by group owners/manager.  All requests to leave will be rejected automatically. 

 

Message Moderation:  By default, all members of a Distribution are allowed to send email to the group.  If Message Moderation is enabled, there are 2 different roles available:

Moderators: These individuals or groups will receive notice of new messages being sent to the group and must either Approve the message for delivery to the group or Reject the message.  It is best to keep this list small, but include at least 2 people to ensure timely review.

Moderation exempt: These individuals or groups do not require Moderator approval to send messages to the Distribution group.  Their messages will be forwarded without delay.

Exchange Distribution Group: Management - Address Book

Note: You must also be the owner or designated manager by your department chair to make modifications to this distribution group.

Process:
- Open Outlook
- Open the GLOBAL ADDRESS BOOK

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Open Global Address Book
Exchange Distribution Group: Management - Find Distribution Group

- Search for your Distribution Group name

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Exchange Distribution Group: Management - Members

- Double-click the distribution list you want to modify from the search results.
- Click MODIFY MEMBERS…

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Exchange Distribution Group: Management - Add/Remove Members

- The Contact Group Membership window will appear

Actions:
- To remove a member, select the member from the list and click Remove.
- To add a member, click the Add... button. Then search for the person you want to add.

When you have completed your changes to your distribution list, click OK. Then click APPLY and OK.
You may then close the Global Address Book window.

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