Distribution Groups in Microsoft 365

A distribution group (distribution list) lets you send one email to a group address and have it delivered to all members — ideal for departments, teams, or project groups.

### Creating a Distribution Group (Admin)

1. Go to admin.microsoft.com → Teams & groups → Active teams & groups

2. Click **Add a group** → Choose **Distribution** → Next

3. Enter Group name (e.g. "Sales Team") and Description

4. Set Group email address (e.g. sales@company.com)

5. Add Owners and Members → Finish

### Creating via Exchange Admin Centre

1. admin.microsoft.com → Show all → Exchange

2. Recipients → Groups → New → Distribution list

3. Fill in Display name, Alias, Email address

4. Add members and owners

5. Save

### Managing Members

**Add member:** Select group → Members tab → View all and manage members → Add members

**Remove member:** Same screen → select member → Remove

### Allowing External Senders

By default, only internal users can email a distribution group.

To allow external:

Exchange Admin Centre → Groups → Select group → Settings → Allow external senders → Enable

### Difference: Distribution Group vs Microsoft 365 Group vs Security Group

|------|-------|-----------------|----------|

| Distribution | Yes | No | Email blasts only |

| Microsoft 365 Group | Yes | Yes | Teams + email + Drive |

### Common Issues

**Delivery failed to group:** Check if external senders are blocked
**Member not receiving:** Verify membership and check spam folder
**Can't send as group:** Owner must be assigned "Send As" permission in Exchange

How to Create and Manage Distribution Groups in Outlook

Distribution Groups in Microsoft 365