Knowledge Base

How to Create an Email Distribution List in Microsoft 365

What You Need

Before creating a distribution list, ensure:

• You have Microsoft 365 Admin permissions
• Your domain is verified in Microsoft 365
• You know which users should receive emails

1. Create a Distribution List

Follow these steps in the Microsoft 365 Admin Center.

2. Allow External Senders (Optional but Common)

If you want customers to email the distribution list (e.g., support@domain.com), you must enable external senders.

Steps:

1. Go to Teams & Groups → Active Teams & Groups
2. Select your distribution list
3. Open Settings
4. Enable Allow people outside the organization to send email to this group

3. Manage Who Can Send to the Group

You can restrict who is allowed to send emails to the distribution list.

Options:

• Anyone (default)
• Only internal users
• Only specific users

To configure:

1. Open the group in Admin Center
2. Go to Settings
3. Under Delivery Management, choose your preferred option

4. Add or Remove Members

To update members:

1. Go to Teams & Groups → Active Teams & Groups
2. Select the distribution list
3. Open Members
4. Add or remove users as needed

Changes apply instantly.

5. Test the Distribution List

Send a test email to the group address (example: support@domain.com).
Verify that all members receive the message.

6. Convert to Microsoft 365 Group (Optional)

If you need:

• Shared mailbox
• Shared calendar
• Shared SharePoint site
• Microsoft Teams integration

You can convert the distribution list to a Microsoft 365 Group.

Summary