How to Add or Remove Users from the Department Mail Distribution Group That I Own

Steps to setup an easy-to-use shortcut for adding or removing users from a department's mail distribution list/group.

Overview

If you are the administrator of an email distribution list or group you can use these steps to manage your user list. The instructions below include steps to setup a shortcut on your desktop for the address book and to manage the group/list by adding or removing users.

Steps

These steps require some set-up work - that will need to be done once/computer.  If you have already done the set-up, jump to To Update the Distribution List/Group.

Set-up

1. Highlight the string of text below – and then do a Ctrl+C  (copy)

               %systemroot%\system32\rundll32.exe dsquery, OpenQueryWindow

2. Close/minimize email and other programs until you can see your Desktop (icons).
3. Right-click in an unused space on your desktop, and choose NEW, Shortcut.
4. Click One time in the LOCATION box, and do a Ctrl+V (Paste)
5. Click Next.
6. Name the shortcut “Address Book”
7. Click FINISH

To update the Distribution List/Group

1. Double Click the shortcut on your Desktop named Address Book,
2. In the NAME box, enter all or part of your group’s name  (example: COMMUNIC )  and click FIND NOW
3. Double click the  entry for your GROUP (two heads).  You may see more entries from the search, make sure you get the right group.

You should see the list of members now – you can add/remove people.   If you do not have update permission – the ADD/REMOVE buttons will be grayed out.

4. When ADDING - It is a good idea to add people by using their USERNAME or Full email address.  It is also a good idea to add people one at a time.

The changes you are making won’t show up right away in the cloud – but should within 24 hours.

As an FYI – These changes can only be made by a computer ON the domain (basically on campus). 

How to force the Global Address Book to Update

1. Click the Send/Receive Tab

2. Click Send/ Receive Groups

3. Download Address Book

4. Choose Download changes since last Send/Receive, OK

Additional Info

If are you having issue or have questions, you can request additional assistance using the Trouble Adding or Removing a User from an Email Distribution List or Group service.