How to Use Email Distribution Lists

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How can I send to an existing list?

Follow the instructions below or submit a ticket to IT Services if you discover that your personal or shared email address lacks permissions to target a particular list. Depending on the list you require, additional approvals may be required (e.g., HR, Student Services or Academic Affairs).

Instructions
*click on image to zoom in*	Step 1: Confirm that you and/or your shared address has send access by checking our list of lists. List information is visible to employees only (sign in required). Click here to view the list of lists on SharePoint.
*click on image to zoom in*	Step 2: Adjust the From field if you want the message sent from a shared address (e.g., its-alerts@ecuad.ca, hr@ecuad.ca), instead of from you personally. You may only select shared addresses for which you already have access. The shared address must be an approved sender for the given list. To request access to a group email address, please submit a ticket.
*click on image to zoom in* *click on image to zoom in*	Step 3: Add the list name(s) to the BCC of your composed message. Recipients of bulk messages should never see each others addresses. All Staff, All Faculty and All Students lists will auto-populate as you start to type "All.... For all other lists, type the full list name (e.g., lists-viar@ecuad.ca) and then select 'Use this address ...' as shown in the second image.
	Step 4: Click send when ready.
*click on image to zoom in*	Troubleshooting Outlook will warn you if you lack permission to use a particular list. Click here to view current list permissions. Submit a ticket here to request access to a list.

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How to create a simple contact list in Outlook

In the Outlook Web App (Outlook on the Web)

1. Open Outlook in your browser:
   https://outlook.office.com
2. In the left navigation bar, select People (the icon looks like two silhouettes).
3. At the top of the page, select New > Contact list.
4. Enter:
   • Name for the list (e.g., Campus IT Support Staff)
   • Add email addresses of the members you want to include
5. Click Create.

Your contact list will now appear under Your contact lists in the People page.

In the Outlook Desktop App (New Outlook)

Note: The “New Outlook” uses the same backend as Outlook on the Web, so steps are similar.

1. Open Outlook.
2. Switch to the People view (bottom-left icon).
3. Select New Contact List from the top ribbon.
4. Enter a name and add members by email.
5. Click Create.

In Outlook for Windows (Classic Outlook)

1. Go to the People tab.
2. On the ribbon, select New Contact Group.
3. In the window that opens:
   • Enter a Name
   • Click Add Members → choose From Outlook Contacts, Address Book, or New Email Contact
4. Click Save & Close.

Sharing the Contact List

• Outlook Web / New Outlook: You can share a list by opening it and selecting Share.
• Classic Outlook: Contact Groups cannot be "shared" natively, but you can forward the group as an Outlook item.

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How to email a Teams-related Microsoft 365 group

When you create a Team in Microsoft Teams, it automatically creates a Microsoft 365 Group behind the scenes. That group has its own email address, and anyone with permission can send messages to it.

How to find the email address of the Microsoft 365 group

Option A: In Microsoft Teams

1. Open the Team.
2. Click the three dots (…) next to the Team name.
3. Select Manage team.
4. Go to the Settings tab.
5. Expand Team email address (if your institution has this enabled).

You’ll see the group email address, usually something like:
teamname@youruniversity.ca

Note: Some institutions hide this by default; see Option B.

Option B: In Outlook (Web or Desktop)

1. Open Outlook.
2. Go to People (the “two silhouettes” icon).
3. In the search box, enter the Team name.
4. Look for a result labeled Microsoft 365 Group.
5. Open it to view its email address and members.

How to email the Microsoft 365 group

Once you have the address:

• Open Outlook (web, desktop, or mobile).
• Create a new email.
• In the To: field, enter the group’s email address.
• Write your message and send.

If the group’s mailbox is configured to accept external emails (depends on your university’s policies), the message will be delivered to all group members.

How to adjust group email settings (if you are the owner)

Group owners can control how emails behave:

In Outlook (Web):

1. Open People.Select the Microsoft 365 Group.

2. Go to Settings (gear icon).
3. Options may include:
   • Subscribe members so messages also appear in inboxes
   • Allow external senders
   • Manage member permissions

These settings affect how the group receives and distributes email.

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