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Outlook (Web App): Manage A Shared Email Group

Add or remove users from a distribution group (aka shared mailbox) in the Outlook Web App (OWA) org emails organization email accounts

Distribution group administrators/owners can manage the membership and ownership of a group along with other settings from the Outlook Web App (OWA)--this cannot be done in Outlook.

Modifying Membership of Email Distribution Groups (shared mailboxes)

  1. The shared email inbox owner will need to log into the Outlook Web App (your own email), click the gear gear, and select View all Outlook settings at the bottom of the menu.

    View all Outlook Settings

  2. Expand the General menu under the Options left-navigation pane then click Distribution groups.

    General > Distribution Groups

  3. Under the Distribution groups I own in the right-hand column, double-click the appropriate distribution group.
    -- TIP: Nearly all Stout email groups are the "username" of the email + '-members' (exampletechdesk-members would be the group for

  4. Select Membership. 

  5. Make your changes to the group by using the plus (+) and minus (-) icons.

  6. Click Save.

Additional information and troubleshooting tips:

  • Owners must also be added as members in order to access the shared mailbox.

  • Nearly all Stout email groups are the "username" of the email + '-members' (example: techdesk-members would be the group for

  • All users can check the groups they belong to and those that they own from the same location.

  • Owners/Administrators can create other owners; more than one owner is recommended for continuity reasons.

  • Membership cannot be modified from the Outlook desktop application; it must be done through OWA.

  • If the plus (+) and minus (-) icons do not work to modify membership, please try using compatibility mode in Internet Explorer or Google Chrome.

  • In a hurry? This quick link navigates directly to "options" where "groups" can be selected from the left-nav.

See Also:

Keywords:groups email 365 distribution group add users remove user members list change mail access box shared inbox permissions generic account   Doc ID:52300
Owner:Larissa H.Group:UW Stout
Created:2015-06-11 15:28 CSTUpdated:2019-09-09 07:29 CST
Sites:UW Stout
Feedback:  5   2