Distribution List (2024)

FAQs

What is the Reply All distribution list? ›

The Reply All option includes the All Staff distribution list, so every time someone uses Reply All, everyone receives another email. At this point, everyone in the company has received dozens of messages and employees begin requesting to be removed from the thread or pleading that responders stop using Reply All.

By default, emails sent to the distribution group will be sent to the group owner for approval if you enable message approval and do not select any moderators.

A distribution list is an email address that is used to message a group of recipients. Rather than using the cc function and manually adding every address each time you send a message, distribution lists allow you to use a single address when reaching out (and you can add or remove members whenever you wish).

The distribution list maintenance screen appears on the tab page Attributes. Specify the attributes of the distribution list. Switch to the tab page Distribution list content. Specify the recipient addresses and for each one the corresponding recipient type.

Furthermore, a bcc recipient does not see the names or addresses of any other bcc recipients. Even if a bcc recipient uses the “Reply all” function, the other bcc recipients will not receive their reply – only the original To and Cc recipients.

You can create a new mailbox, configure outlook, create an outlook rule for sending auto replies and add that mailbox to the distribution group. You can configure outlook rule with option "have server reply using a specific message" which will work even when the outlook is closed.

If you don't receive mail from email distribution lists when others do, verify with the list owner that your name is included correctly on the distribution list. Also, if you have enabled a mail forwarding rule on your accounts, check that you've done so correctly.

Distribution lists are used to send emails to groups of people without having to enter each recipient's individual address. A distribution list is different from an email list in that members cannot reply to the distribution list's name to send messages to everyone else in the group.

Benefits of Using a Distribution List: Efficiency: With distribution lists, you send one email to many people. There's no need to type in multiple addresses. Consistency: Everyone gets the same message at the same time.

A significant benefit to distribution lists is that anytime a customer or employee sends emails or receives replies to these addresses, everyone on the list gets a copy of the email. This avoids issues if a particular individual is out of office, too busy to reply to the email, or forgets.

Can other people use my distribution list? ›

You can send a contact group (formerly called a distribution list) to others by including it in a message. The recipient can then save it in their Contacts folder.

Right-click the desired Distribution Group (should appear bold, with a little “two-person” icon) and select Properties. Click the “Modify Members” button, then click Add and select yourself (or others), or highlight a person on the existing list and click Remove to take them out of the Distribution Group.

You can add/remove members of your distribution list in both Outlook on the Web and in the desktop Microsoft Outlook application. View article on managing members of your distribution list. Membership approval allows you to change whether users can add themselves to your distribution list.

'Reply' sends your response only to the original sender, while 'Reply All' sends your response to all original email recipients.

In some cases, if you hit reply all, only the original sender receives your email. In other cases, the entire list of recipients, including the blinded ones, receive the email. Play it safe and be careful when choosing your reply option.

Reply: Your reply is sent only to the sender. Reply all: Your reply is sent to everyone on the To and Cc lines.