Groups & Distribution Groups

Microsoft Office 365 (M365) Groups are Western's mailing list solution, replacing the features and functionality of List Guardian. They are split into two types:

A M365 Group is a list of users, with its own unique email address (i.e. Dept-Faculty@groups.uwo.ca). When you send an email to a Group, the message is delivered to all members of the Group.

A M365 Distribution Group is a list of Groups or other Distribution Groups (i.e. Dept-All@groups.uwo.ca). Consider this a parent mailing list, sending only to other mailing lists. Sending an email to a Distribution Groups delivers the message to all members of each Group (or Dist. Group) belonging to that Distribution Group.

M365 Groups are managed through Microsoft Outlook, either on the Web (recommended) or on the Outlook desktop app for Windows.

Frequently Asked Questions

Why don't I see all my lists from List Guardian?

All lists from List Guardian were migrated to Microsoft Office 365.

Outlook has different areas where you can see and manage your migrated lists, depending on whether they were converted to a Group or Distribution Group.

List Guardian mailing lists that only contained individual email addresses were converted to a Group.

List Guardian mailing lists that contained other mailing lists were converted to a Distribution Group and individual email addresses that belonged to the old list were added to a new Group called [DistGroupName]-Members, e.g. Dept-Faculty-Members.

For instructions on managing your Groups and Distribution Groups, please see the How Do I... Manage sections on this page.

If you are not seeing a Group or Distribution Group that you feel you should see, please contact the WTS Helpdesk for further assistance.

Why didn't I receive the email I sent to a Group?

By default you will not receive a copy of the email that you send to a Group that you are a member of. To enable this functionality, use the following steps:

  1. Log into https://myoffice.uwo.ca and open Outlook
  2. Select the Settings gear icon in the top right corner > View all Outlook settings
  3. Select Groups from the list of settings
  4. Check the Send me a copy of email I send to a group box
  5. Click x in the top right corner to finalize

How do I stop receiving email as an Owner of a Group?

By default, Owners of Groups receive all email sent to a Group like a regular Member. You can opt out of receiving this mail to your inbox by Unfollowing or Leaving the Group.

To Unfollow a Group:

  1. Log into https://myoffice.uwo.ca and open Outlook
  2. Select Manage Groups in the bottom left navigation, underneath all of your folders
  3. Select the Group you do not want to receive mail from
  4. Select Stop following from the top navigation

When you Unfollow a Group, its email is not delivered to your inbox, but you can still check the Group mailbox.

To Leave a Group:

  1. Log into https://myoffice.uwo.ca and open Outlook
  2. Select Manage Groups in the bottom left navigation, underneath all of your folders
  3. Select the Group you wish to Leave
  4. Select Leave from the top navigation

When you Leave a Group, its email is not delivered to your inbox, and you lose access to the Group mailbox.

Can I prevent members from leaving my group?

Microsoft provides no way for you to prevent a member from leaving your M365 Group. It is not possible to configure a Group so that a member cannot leave.  Members have the ability to remove themselves at any time without notification.

For a Group with a small number of members, you will likely notice if someone has voluntarily left the Group, but for larger Group it could be less obvious. To keep your Group membership current, you can make a copy of your membership listing and store it outside of Outlook and then copy your membership listing into your Group before sending an email.

How do I bulk add members to a Group?

Please note that bulk adding members to a Group is only possible from the Outlook app on Windows.  

In order to quickly paste a list of addresses into a Group, the addresses must be semicolon-separated:
e.g. address1@uwo.ca;address2@uwo.ca;address3@uwo.ca

Bulk add members in Outlook for Windows

To easily create a semicolon-separated list of email addresses, you can use our Bulk Add excel file.

  1. Download and open the Bulk Add excel file
  2. Copy your list of addresses, paste them into the A row
  3. Copy the D4 cell
  4. Open Outlook for Windows
  5. Select your desired Group, click Group Settings > Add Members
  6. Paste into the Add Members popup
  7. Click OK to finalize changes

If you do not have Outlook for Windows or need additional support, please contact the WTS Helpdesk for assistance.

Can my Group have a uwo.ca email address?

Groups and Distribution Groups can have a uwo.ca email address applied to them by WTS. To request a uwo.ca address for your Group, please submit the ticket below.

How Do I... Create

an M365 Group

An M365 Group can be created by all Western faculty, staff or student with an active Western Identity.

To create a Group in Outlook on the Web (Recommended):

  1. Log in to https://myoffice.uwo.ca and go to Outlook
  2. Navigate to the Groups dropdown in the bottom left navigation, underneath all of your folders
  3. Select New Group
  4. Enter your desired Group Name - the email address will be filled automatically, but can be edited here if needed
  5. Enter your desired Description (a reminder about the purpose of the Group)
  6. Leave Default settings unchanged, and click Create to finalize

To create a Group in Outlook on Windows:

  1. Open Outlook on your desktop
  2. Navigate to the Groups dropdown in the bottom left navigation, underneath all of your folders
  3. Right click on Groups, and select New Group
  4. Enter your desired Group Name - the email address will be filled automatically, but can be edited here if needed
  5. Enter your desired Description (a reminder about the purpose of the Group)
  6. Leave other settings unchanged, and click Create to finalize

an M365 Distribution Group

A Distribution Group can be requested by all Western faculty and staff with an active Western Identity. Students cannot request a Distibution Group.

How Do I... Manage

an M365 Group

Group management can only be performed by an Owner of a Group.  

To add members to a Group in Outlook on the Web (Recommended):

  1. Log in to https://myoffice.uwo.ca and go to Outlook
  2. Navigate to Groups in the bottom left navigation, underneath all of your folders
  3. Select Manage Groups
  4. Select your desired Group, then Add members
  5. Search for Group members by their email address, or name (Western users only)
  6. Select Add to finalize

To add members to a Group in Outlook on Windows:

  1. Open Outlook on your desktop
  2. Navigate to Groups in the bottom left navigation, underneath all of your folders
  3. Click on your desired Group
  4. From the top navigation, select Group Settings > Add Members
  5. Search for Group members by their email address or name, click on them to add
  6. Select OK to finalize

To update owners or remove members in Outlook on the Web (Recommended):

  1. Log in to https://myoffice.uwo.ca and go to Outlook
  2. Navigate to Groups in the bottom left navigation, underneath all of your folders
  3. Select Manage Groups
  4. Select your desired Group, then Members
  5. Click the arrow beside a user's Role to update them to an Owner or Member
  6. Click the X beside a user's role to remove them from the Group

To update owners or remove members in Outlook on Windows:

  1. Open Outlook on your desktop
  2. Navigate to Groups in the bottom left navigation, underneath all of your folders
  3. Click on your desired Group
  4. From the top navigation, select Group Settings > Edit Group
  5. Click Make owner or Remove owner status to update a member's role
  6. Click the X beside a user's name to remove them from the Group
  7. Select OK to finalize

To update Group options:

Group Options can be updated by submitting a Jira ticket.

From here, you can request updates to who is allowed to send email to the Group, how visible it is in Western's Global Address List, and enable or disable the Welcome Message for the Group.

an M365 Distribution Group

Instructions for updating Membership, Ownership, and options for a Distribution Group. WTS strongly recommends using Outlook on the Web for managing Distribution Groups. These steps can only be completed by an Owner of the Distribution Group in question.

Distribution Groups hidden from Western's Global Addess List cannot be managed by Owners. For assistance with these, please submit a ticket to the WTS Helpdesk.

To add a Group to a Distribution Group in Outlook on the Web (Recommended):

  1. Go to Distribution groups I own: https://outlook.office.com/mail/options/general/distributionGroups
  2. Select your desired Distribution Group, then click the pencil icon to Edit
  3. Select Membership, then click the plus icon to Add
  4. From the Members popup, select All Distribution Lists
  5. Search for any Groups / Distribution Groups you want to add, then click the plus icon to Add as a Recipient > Save
  6. Click Save to finalize your changes

To add a Group to a Distribution Group in Outlook on Windows:

  1. Select the Address Book icon from the top navigation (or press Ctrl + Shift + B)
  2. From the Address Book dropdown, select All Distribution Lists
  3. Search for your Distribution List by name
  4. Right click on your Distribution List > select Properties
  5. Select Modify Members > Add
  6. From the Address Book dropdown, select All Distribution Lists
  7. Search for your desired Group
  8. Click on the desired Group > Add > OK

To update Group Ownership in Outlook on the Web*:

  1. Go to Distribution groups I own: https://outlook.office.com/mail/options/general/distributionGroups
  2. Select your desired Distribution Group, then click the pencil icon to Edit
  3. Select Ownership, then click the plus icon to Add
  4. From the Owners popup, select All Users
  5. Search for the Owners you want to add, then click the plus icon to Add as a Recipient > Save
  6. To remove an Owner, select them from the list of Owners, then click the minus icon to Remove
  7. Click Save to finalize your changes

*Distribution Group ownership can only be changed from Outlook on the Web.

To update Distribution Group Options:

Distribution Group Options can be updated by submitting a Jira ticket.

From here, you can request updates to who is allowed to send email to the Distribution Group, and how visible it is in Western's Global Address List.


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