Exchange 2016 Recipients Manage distribution groups

 

In this tutorial you are going to learn about distribution groups, exploring its creation and also leaning how to manage them.

 
Use the Exchange admin center (EAC) or the Exchange Management Shell for creating a new distribution group present in your Exchange organization or to mail-activating, enabling an existing group at Active Directory.
 

There are two categories of groups which can be used for message distribution:

  • Mail-enabled universal distribution sections (also known as distribution groups) can be used only to distribute messages.
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  • Mail-enabled universal security groups (also known as security groups) might be used to distribute messages as well as for granting access permissions of resources in Active Directory.

 

It’s imperative to observe the terminology differences among Active Directory and Exchange. In Active Directory, a distribution group depicts to any group which doesn’t have a security reference or context, whether it’s mail-enabled/activated or not. In contrast, in Exchange, all mail-enabled /activated groups are referred to as distribution groups, whether they have a security context or not.

 

Please Note:

Creation or mail-enabling is only applicable to the universal distribution groups. For converting a domain-local or a global group to a universal group, you might use the Set-Group cmdlet utilizing the Exchange Management Shell. You might have mail-enabled groups which were migrated from previous versions of Exchange which are not universal groups. You are permitted to use the EAC or the Exchange Management Shell for managing these groups.

 

What do you require to know before you start?

  • Estimated expected time to finish: 2 to 5 minutes.
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  • You require to have due permission before you become eligible to perform this procedure or procedures.
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  • In case your organization has setup and configured a group naming policy, it’s applied only to groups which are created by users. When you or other administrators use the EAC for distribution group creation, the group naming policy is need to be ignored and is not applicable on the group name. But, in case you use the Exchange Management Shell for creating or renaming a distribution group, the policy is applicable unless you use the IgnoreNamingPolicy parameter to override the group naming policy.

 

What do you wish to perform?

  • A Distribution Group Creation
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  • Use the EAC for creating a distribution group
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  • In the EAC, go to the Recipients > Groups.
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  • Now, Click over New > Distribution group.

 

At the New distribution group page, perform the following boxes:

 

  •  Display name Use this respective box to enter the display name. This name is going to appears in your organization’s address book, over to the To: line when email is sent at this group, and in the Groups list present in the EAC. The display name is needed and must be user-friendly so people understand and recognize what it is about. It also should be unique in the forest.
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  • Alias Use this box to enter the name of the alias for the group. The alias must not exceed 64 characters and should be unique in the forest. When a user enters the alias in the To: line over an email message, it resolute to the group’s display name.
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  • Description Use this particular box to illustrate the group such that people know what the objective of the group is. This illustration appears in the address book.
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  • Organizational unit You can choose an organizational unit (OU) other than the default (that is the recipient scope). In case the recipient scope is set to the forest, the set default value is of the Users container present in the Active Directory domain which includes the computer on which the EAC is running. In case the recipient scope is fix and set to a particular domain, the Users container in that domain is chosen by default. In case the recipient scope is fix and set to a specific OU that OU is chosen by default.
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  • To choose a different OU, click over the Browse. The dialog box shows all OUs in the forest which are within the specified scope. Choose the OU you wish, and then click on OK.
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  • Owners By default, who creates a group is the owner. All groups must have minimum one owner. You can add owners by selecting Add .
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  • Members Use this option for adding members and to mention whether approval is needed for people to join or leave the group.
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  • Group owners not necessarily have to be members of the group. Use Add group owners as members to add or delete the owners as members.
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  • For adding members to the group, click on Add . When you’ve completed adding members, click on OK to return over to the New distribution group page.
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In the section, Choose whether owner approval is required to join the group, mention whether approval is needed for people to join the group. Choose one among the following settings:

 

Open:

 

  • Anyone may join this group without required to be approved by the group owners this is the fix default setting.

 

Closed:

 

  • Members may be added only via the group owners. All requests to join is going to be rejected automatically

 

Owner Approval:

 

  • All requests are going to be manually approved or rejected via the group owners In case you choose this option, the group owner or owners is going to receive an email message requesting approval for joining the group.
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  • In the option Choose whether the group is open to leave, mention whether approval is needed for people to leave the group.

 

Choose one of the following settings:

 Open:

 

  • Anyone may leave this group without the group owners’ approval, this is the set default settings.

 

Closed:

 

  • Members can be deleted only via the group owners. All requests to leave is going to be rejected automatically.

 
When you’ve completed the above task, click over the Save button for creating the distribution group.
 

Please Note:

By default, new distribution groups needs that all senders have to be validated. This restricts external senders from transmitting messages over to the distribution groups. For configuring a distribution group to accept messages received from all senders, you should modify the message delivery restriction configured settings for that respective distribution group.

 

  • For creating a distribution group, use the Exchange Management Shell.
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  • This given example creates a distribution group with an alias itadmin and the name IT Administrators. The distribution group is generated in the default OU, and anyone may join this group without approval by the group owners.
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  • New-DistributionGroup -Name “IT Administrators” -Alias itadmin -MemberJoinRestriction open.

 

How do you confirm that this worked?

To validate that you’ve successfully formed or created a distribution group, perform one among the following:
 

  • In the EAC, navigate and surf over to Recipients > Groups
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  • The new distribution group will be displayed under the group list. In category of the Group Type, the type is depicted to Distribution group.
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  • In the Exchange Management Shell, execute the following command to show the information regarding the new distribution group.
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  • Get-DistributionGroup | FL Name,RecipientTypeDetails,PrimarySmtpAddress
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  • Alter the distribution group properties

 

Use the EAC for changing distribution group properties

 

  • In the EAC, surf on Recipients > Groups.
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  • In the existing list of groups, select the distribution group which you wish to view or change, and now click on Edit .
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    Over to the group properties page, select one of the following sections given below, to view or change properties.

     

  • General
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  • Ownership
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  • Membership
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  • Membership approval
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  • Delivery management
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  • Message approval
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  • Email options
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  • MailTip
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  • Group delegation

 

General overview:

 
Use this portion of the tutorial to view or alter the basic information regarding the group.
 

  • Display name This name shown in the address book, on the To: line when email is done to this group, and to the Groups list. The display name is needed and must be user-friendly such that people recognize what it is all about. It also has to retain its property of being unique in your domain.
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  • In case you’ve deployed a group naming policy, the display name requires conforming to the naming format defined by the policy.
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  •  Alias this is the section of the email address which appears to the left of the at (@) symbol. In case you change the alias, the primary SMTP address for the group is going to be changed, and includes the new alias. Also, the email address with the previous alias is going to be kept as a proxy address for the group.
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  •  Description Use this box to illustrate the group such that people know what the purpose of the group is. This illustration appears in the address book and in the Details pane in the EAC.
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  • Hide respective group from address lists Choose this check box in case you don’t wish this group to be visible to the users in the address book. For sending email to this group, a sender has to enter the group’s alias or email address on the To: or Cc: lines.

 

Note:

Consider hiding security groups as they’re generally used to allot permissions to group members and not to transmit email.

 

  • Organizational unit This read-only box shows the organizational unit (OU) which includes the distribution group. You expect using Active Directory Users and Computers to shift the group to a different OU.

 

Ownership:

 

  • This section is mainly for assigning group owners.
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  • The group owner may add members to the group, acknowledge, approve or reject requests for joining or leaving the group, also, approve or reject messages transmitted to the group. By default, the person who creates a group becomes the owner. All groups should have minimum one owner. You are allowed to add owners by selecting Add . You can delete an owner by selecting the owner and then selecting Remove .

 

Membership:

 

  • This section allows you to add or truncate members. Group owners don’t require being members of the group. Under Members, you are allowed to add members by selecting Add . You can remove a member by choosing a user in the member list and then clicking on Remove .

 

Membership approval:

 

  • This section is used to specify whether approval is needed for users to join or leave the group.
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  • Select whether owner approval is needed to join the group Choose one among the following settings:Open:
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  • Anyone is allowed to join this group without being acknowledged or approved by the group owners.
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Closed:

 

  • Members may be added only by the group owners. All requests generated to join will be rejected automatically.

 

Owner Approval:

 

  • All requests being generated are approved or rejected by the group owners In case you select this option, the group owner or owners gets an email requesting approval for joining the group.

 

Select whether the group is open to leave Choose one among the following settings:

Open:

 

  • Anyone is allowed to leave this group without being approved by the group owners.

 

Closed:

 

  • Members may be removed only by the group owners. All requests issued to leave will be rejected automatically by default.

 

Delivery management:

 
This section is used to manage who all are allowed to send email to this group.
 

  •  Senders, only inside my organization Go fo this option to permit only senders in your organization for sending messages to the group. This implies that in case someone present from outside of your organization sends an email message to this group, it is going to get rejected. This is the default setting.
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  •  Senders from inside and outside of my organization Select this option to permit anyone to send messages to the group.
    You might further restrict who can send messages to the group by permitting only to specific senders to send messages to this group. Click on Add and then choose one or more recipients.
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  • In case you add senders to this list, they are the only ones who are allowed to send mail to the group. Mail sent by anyone not present in the list is going to be rejected.
    To delete a person or a group from the list, choose them in the list and then click on Remove .

 

Note:

In case you’ve configured the group to permit only senders present inside your organization for sending messages to the group, email sent from a mail contact is going to be rejected, even if they are added to this list.

 

Message approval:

 

  • This section is used to set options for moderating the group. Moderators acknowledge, approve or reject messages sent to the group before they reach the group members.
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  • Messages transmitted to this group have to be approved by a moderator This check box isn’t chosen by default. In case you select this check box, incoming messages are analyzed and reviewed by the group moderators prior to delivery. Group moderators might approve or reject incoming messages.
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  • Group moderators To add or append group moderators, click on Add . To delete or remove a moderator, choose the moderator, and then click on Remove . In case you’ve selected “Messages transmitted to this group have to be approved by a moderator” and you don’t select a moderator, messages to the group are transmitted to the group owners for approval.
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  • Senders who don’t need message approval For adding people or groups which can bypass moderation for this group, click on Add . To delete a person or a group, select the item, and then select Remove .
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  • Choose moderation notifications This section is mainly use to set on how users are notified regarding message approval.
    o Notify all senders while their messages aren’t approved This is the by default setting. Notify to intimate all senders, inside and outside your organization, when their message is not been approved.
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  • Notify and intimate senders in your organization when their messages are not approved When you choose this option, only those people or groups in your organization are notified when a message which they sent to the group isn’t approved by a moderator.
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  • Don’t notify anyone if a message isn’t approved When you go for this option, notifications are not sent to message senders whose messages aren’t approved by the group moderators.

 

Email options:

 

  • Use this section to view or alter the email addresses related with the group. This consists of the group’s primary SMTP addresses and any related proxy addresses. The primary SMTP address (also called as the reply address) is displayed in eye-catchy bold text in the address list, with the uppercase SMTP value in the Type column.
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  • Add Choose Add to add a new email address for this mailbox. Choose among the following address types:
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  • SMTP This is the default the address type. Select this button and then enter the new SMTP address present in the * Email address box.
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  • Custom address type Select this button and enter one of the supported non-SMTP email address types in the * Email address box.
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  • With the exception of X.400 addresses, Exchange doesn’t validate custom addresses for correct formatting. You must make sure that the custom address you specify complies with the format requirements for that address type.

 

Note:

With the exception of X.400 addresses, Exchange doesn’t validate custom addresses for correct formatting. You must make sure that the custom address you specify complies with the format requirements for that address type.

 

  • Edit To alter an email address related with the group, choose it in the list, and then select Edit .
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  • Remove To remove an email address related with the group, choose it in the list, and then select Remove .
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  • Automatically, by default update email addresses depending on the email address policy applied to this recipient Choose this check box to have the recipient’s email addresses automatically by default updated based on changes made to email address policies in your organization.
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  • This box is going to be selected by default.MailTipThis section is used to add a MailTip to alert users of potential issues in case they send a message to this group. A MailTip is text which is displayed in the InfoBar while this group is added to the To, Cc, or Bcc lines of a new email message. For instance, you could add a MailTip to big groups to warn potential senders that their message is going to be sent to several people.

 

Please Note:

MailTips can constituent HTML tags, however scripts aren’t permitted. The length of a custom MailTip cannot exceed  from 175 displayed characters. HTML tags are not counted in the limit.

 

 Group delegation

 

  • This section of the tutorial is used to assign permissions to a user (called a delegate) to permit them to send messages as the group or send messages on behalf of the group. You can allot the following permissions:
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  • Send As This permission permits the delegate to transmit messages as the group. After this permission is allotted, the delegate has the choice to add the group to the From line to depict that the message was transmitted by the group.
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  • Send on Behalf Of This permission also permits a delegate to transmit messages on behalf of the group. After this permission is allotted, the delegate has the choice to append or add the group in the From line.
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  • The messages is going to appear to be transmitted by the group and is going to depicts that it was transmitted by the delegate on behalf of the group.
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  • To allocate permissions to delegates, click on Add under the authorized appropriate permission for displaying the Select Recipient page that is going to displays a list of all recipients in your Exchange organization that can be assigned the permission. Choose the recipients you wish, add them to the list, and then click on OK.
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  • You can also search for a specific recipient by typing the recipient’s name in the search box and then clicking Search.Use the Exchange Management Shell to change distribution group propertiesUse the Get-DistributionGroup and Set-DistributionGroup cmdlets to access and change properties for distribution groups. Benefits of using the Exchange Management Shell are the capability to alter the properties which aren’t available in the EAC and to alter properties for multiple groups.

 
Here are few examples of using the Exchange Management Shell to alter distribution group properties.This example alters the primary SMTP address (also known the reply address) for the Seattle Employees distribution group from [email protected] to [email protected] Also, the earlier reply address is going to be kept as a proxy address.Set-DistributionGroup “Seattle Employees” -EmailAddresses SMTP:[email protected],smtp:[email protected]
 

  • This example restricts the maximum message size which can be sent to all distribution groups in the enterprise to 10 megabytes (MB).Get-DistributionGroup -ResultSize unlimited -Filter {(RecipientTypeDetails -eq ‘MailUniversalDistributionGroup’)} | Set-DistributionGroup -MaxReceiveSize 10MB
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  • This example activates or enables moderation for the distribution group Customer Support and fit to set the moderator to Amy. Moreover, this moderated distribution group is going to notify senders who transmit mail from within the organization in case their messages aren’t approved.Set-DistributionGroup -Identity “Customer Support” -ModeratedBy “Amy” -ModerationEnabled $true -SendModerationNotifications ‘Internal’
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  • This example alters the user-created distribution group Dog Lovers to need the group manager to approve users’ requests to join the group. Moreover, by using theBypassSecurityGroupManagerCheck parameter, the group manager will not be notified when the amendments made at the distribution group’s settings.Set-DistributionGroup -Identity “Dog Lovers” -MemberJoinRestriction ‘ApprovalRequired’ –BypassSecurityGroupManagerCheck.

 

How did you acknowledge that this worked?

To validate and verify that you’ve successfully altered the properties for a distribution group, perform the following:
 

  • In the EAC, choose the group and then select Edit to access the property or feature which you changed. Depending on the property that you altered, it may be displayed in the Details pane for the selected group.
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  •  In the Exchange Management Shell, use the Get-DistributionGroup cmdlet to validate and verify the changes. One benefit of using the Exchange Management Shell is that you might view multiple properties for several groups.
    In the example shownabove where the recipient limit was altered, run the following command to validate the new value.
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  • Get-Mailbox -ResultSize unlimited -Filter {(RecipientTypeDetails -eq ‘UserMailbox’)} | fl Name,RecipientLimitsFor the given example above where the message limits were changed, give this commandGet-Mailbox -OrganizationalUnit “Marketing” | fl Name,IssueWarningQuota,ProhibitSendQuota,ProhibitSendReceiveQuota,UseDatabaseQuotaDefaults.

Kristin is a content strategist at Techarex Networks. Kristin follows the B2B technology space closely and loves to write on the latest changes in technology, futuretech and fixes for day to day how to issues. Besides writing Kristin also loves music, moves and skating.

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