Office365 method

Sign into office365.leeds.ac.uk using your University username and password.

Open Outlook (web version) once you have signed into Office365.

Once Outlook is open in your web browser, click on the settings cog in the top right and then ‘view all Outlook settings’ in the bottom of the column that has opened.

In the ‘Settings’ box that has now opened, select the ‘general’ tab and then ‘Distribution groups’. Then click on this portal.

This next screen displays distribution groups that you are a member of on the left-hand side and distribution groups that you are an owner of on the right-hand side.

You may see a message that says 'Instead of a distribution group, consider using a new Microsoft 365 Group to collaborate by sharing conversations, documents, and a calendar. These are separate to distribution groups and are not something that we currently support. 

Edit membership of distribution groups you own

To edit the membership, click on the distribution group you would like to edit so that it is highlighted and then click the pencil edit icon. This will open an additional window with a few options.

• Click on the ‘membership’ tab within this window to view a full group of the members on the distribution group.
• To remove a member, highlight their name and click the minus icon.
• To add a member, click on the plus icon which will direct you to an address book from which you can search for who you need to add. Select ‘all users’ along the side and then use the search bar to find the staff member you would like to add.

• Once you have found the member of staff you would like to add, click on the plus icon next to their name which will add them as a member.
• If you need to add more people, you can then search and click the plus for them as well.
• Once you are satisfied with the group of members you are adding click the blue ‘save’ button in the bottom right. This will take you back to the ‘membership’ window.
• Click ‘save’ again in the bottom right to finalize this.

After a short period of time the window should close. This means that the members of staff have been added or removed successfully. You can then open the distribution group again using the pencil edit icon, navigate to membership, and review the group.

Edit ownership of distribution groups you own

To update the ownership of a list you own, please refer to the steps listed under Edit membership of distribution groups you own, and adjust as follows:

• Click on the ‘ownership’ tab within this window to view a full group of the owners on the distribution group.
• To remove an owner, highlight their name and click the minus icon.
• To add an owner, click on the plus icon which will direct you to an address book from which you can search for who you need to add. Select ‘all users’ along the side and then use the search bar to find the staff member you would like to add.
• Once you have found the member of staff you would like to add, click on the plus icon next to their name which will add them as an owner.
• If you need to add more people, you can then search and click the plus for them as well.
• Once you are satisfied with the group of owners you are adding click the blue ‘save’ button in the bottom right. This will take you back to the ‘ownership' window.
• Click ‘save’ again in the bottom right to finalize this.

Outlook 2016/365 Method

Open Outlook and click on ‘address book’.

This will open the address book, switch the ‘Address Book’ dropdown to ‘Global Address group’. This will ensure the search looks for all active distribution groups. Once done, search for the name or the address of the distribution group.

Once you have found the distribution group:

• right click on it and select ‘Properties'.
• This will open another settings box which displays the name, owners, and current membership for the distribution group.

Edit membership of distribution groups you own

To edit the membership of a distribution group you own:

• Click on ‘Modify Members’ to begin changing the membership of the group if you are an owner.

• This will open the ‘Contact Group Membership’ box.
• From there you can select members and click ‘Remove’ to remove them from the distribution group.
• To add members, click ‘Add’ which will bring up the address book again.
• Search for the member of staff you would like to add, click their entry in the address book and then click 'Add'.
• Once finished, click OK to apply the changes. This may take a few minutes.

You should now be able to see the changes reflected in the ‘members’ group of the distribution group.