How to set up a distribution list

You can find all distribution lists at AU in the global address book in Outlook. Here, all distribution lists start with hastag (#). Additionally, you can use the distribution list's email address which always ends with

Most distribution lists are open which means that everyone can send emails to them. A few are closed and you need to contact the distribution list owner to get permission to send emails to the lists. 

How to set up a distribution list

IT support creates and names all distribution lists. Find your local IT support to the right. Give IT support information about the following:

1. Who is the owner of the distribution list?

  • All lists must have an owner, identified by an AU ID.
  • The owner of the distribution list must make sure that it is updated.
  • The owner adds and deletes people from the list. 
    NB! The owner is not a member of IT support, but he or she could be a secretary of a department, for example

2. Who should be added to the list? 

  • IT support can set up an empty distribution list and you can add persons yourself.

3. Who should be allowed to send emails to your distribution list?  

  • Anyone in the whole world - with or without a moderator
  • Anyone on the shared email and calendar system - with or without a moderator
  • Only people on the list - with or without a moderator
  • Only especially approved people

Who does the distribution list send to?

To find out, follow these 5 steps:

  1. Open the address book in Outlook
  2. Write the name of the distribution list you wish to send an email to (remember to start with #)
  3. Right click on the distribution list
  4. Choose Settings
  5. Under Members you can see who you will send to.
    NB! If Members is empty, you cannot use the distribution list. 


Distribution list - advantages

  • You do not need to know the person's email address, because you can find all staff's email addresses in the Outlook address book. 

Distribution list - disadvantages

  • A distribution list can only contain internal persons that is persons in the shared email and calendar system at AU.