Working With Distribution Groups

Transcription

1 This document will show you the steps to maintaining and moderating an distribution group in Exchange (Outlook). You will work with your distribution group using the Outlook WebApp rather than your desktop Outlook client. Section 1: Accessing Your Exchange (Outlook) Distribution Group 1. Log in to the Exchange Control Panel at 2. Enter your ULink userid and password. 3. Click Sign in. 4. Click Groups.

2 5. Under Public Groups I Own, highlight the distribution group you want to work with and click Details. Section 2: Making Changes to Your Exchange (Outlook) Distribution Group You may now make changes to your distribution group by clicking the options shown below. Do not make changes to General, Options or MailTip. Rev: 11/10/11 2

3 Adding a New Distribution Group Owner 1. Click Ownership. 2. Click the green plus sign (+). 3. A search screen will appear. In the search field, type the last name of the person you want to add as an owner, and click the magnifying glass. 4. Highlight the name of the person, and click Add. 5. Click OK. The new owner has now been added. You may have to scroll to see that person if there are more than three entries. 6. Click Save at the bottom of the screen. Rev: 11/10/11 3

4 Adding a New Distribution Group Member 1. Click Membership. 2. Click the green plus sign (+). 3. A search screen will appear. In the search field, type the last name of the person you want to as a member, and click the magnifying glass. 4. Highlight the name of the person, and click Add. 5. Click OK. The new member has now been added. You may have to scroll to see that person if there are more than three entries. 6. Click Save at the bottom of the screen. Rev: 11/10/11 4

5 Removing a Distribution Group Member 1. Click Membership. 2. Highlight the member you wish to remove. 3. Click Remove. 4. Click Save. Rev: 11/10/11 5

6 Changing Membership Approval Settings 1. Click Membership Approval. 2. The default setting is Closed, meaning members can only be added by group owners and requests to join will be automatically rejected. To change this, click the button for the setting you prefer. 3. Click Save. Rev: 11/10/11 6

7 Changing Delivery Management Settings 1. Click Delivery Management. 2. The default setting allows all senders within the group to send messages. To change this, you can add users to the list. Only the users you add will be able to send messages. 3. Click the green plus sign (+). 4. A search screen will appear. In the search field, type the last name of the person you want to allow to send messages to the distribution list, and click the magnifying glass. 5. Highlight the name of the person, and click Add. 6. Click OK. 7. Click Save. Rev: 11/10/11 7

8 Changing Message Approval Settings 1. Click Message Approval. 2. The default setting allows members to send messages without approval of each message. You can change this to require approval of all messages before they are sent. To do this, check the box next to Messages sent to this group have to be approved by a moderator. 3. You may now add group moderators who will approve messages. To do this, click the green plus sign (+) under Group moderators 4. A search screen will appear. In the search field, type the last name of the person you want to add as a group moderator, and click the magnifying glass. 5. Highlight the name of the person, and click Add. 6. Click OK. 7. Click Save. Rev: 11/10/11 8

9 8. You may also add group members whose messages not require approval. To do this, click the green plus sign (+) under Senders who don t require message approval. 9. A search screen will appear. In the search field, type the last name of the person you want to allow to send messages without approval, and click the magnifying glass. 10. Highlight the name of the person, and click Add. 11. Click OK. 12. Click Save. 13. At the bottom of the Message Approval section, you may change moderation notification settings. Click the button next to the option you wish. 14. Click Save. Rev: 11/10/11 9

10 Section 3: Moderating Your Exchange (Outlook) Distribution Group The example in this section shows how an Exchange (Outlook) distribution group is moderated. 1. All messages to this group, except those from group owners, have to be approved by a moderator, Darling Daisy Conapple. This Message Approval setting is shown below. 2. Alice sends a message to the distribution group. Rev: 11/10/11 10

11 3. The distribution group owner receives the message. 4. The owner clicks Approve to allow the to be sent to the group. 5. The group owner then gets an approval notice. The message is delivered to the distribution group. Rev: 11/10/11 11