Creating an Email Distribution Group

Modified on Tue, Sep 12, 2023 at 1:25 PM

Distribution Group Summary:
• Everyone in the group receives their own copy of the email in their regular inbox.
o Pros – The emails come directly to the user's personal inbox so they are easier to find. The emails are archived.
o Cons – Cannot tell if other members in the group have read the email unless they do a reply-all. The emails will get mixed in with other non-group emails.

1. Active Directory
In Active Directory, navigate to the location where the distribution group should reside (usually: ffl.net --> FFL --> DistributionGroups).

If you are creating a distribution group modeled after an existing group, right-click on the existing group, select Properties, and note the settings of that group.
2. Create New Group
Right-click on DistributionGroups (or the appropriate location of the new group) and select New --> Group.

Enter the name of the new group. Group scope will usually* be "Global" and type "Distribution." Click OK. The group will now appear in the list.
3. Modify Properties
Right-click on the new group and select Properties. Add in the email address for the group (typically [groupname]@ffl.net).

In the Members tab, add the appropriate user(s) who should receive emails sent to this group.

In the Managed By tab, under the Name: field, select Change... Add the user name of the individual who requested the creation of the distribution group.

In the Member Of tab, add the group to the appropriate Address List OU (e.g. FFL-Address List). *Note: In order to add a distribution group to the FFL-Address List global distribution group, it must also be set to a *global* distribution group. A universal group cannot be added as a member of a global group.

Modify any other settings as appropriate (e.g. if mirroring an existing group, and that group is a member of another group, add that information to the Member Of tab).

To have the ability to email the distribution group using its email address you set in the first step listed above, in Attribute Editor, make sure there is an SMTP: entry in ProxyAddresses (e.g. SMTP:GroupName@ffl.net).
To have the ability to email the distribution group from outside the bank via that email address, make sure it is set up in BAE/SilverSky (User Management --> Add User button (some groups are set up as a "person" OR, easier route: Distribution Lists tab --> + Add List --> simply input the distribution group name and email address, no further info is needed --> Save).
4. Save Changes
Click Apply and OK. It may take a few minutes for the changes to take effect. After 5-10 minutes, Office365 should automatically sync with Active Directory and recognize the new distribution group.

Send a test email message to confirm that the appropriate users receive messages sent to the group email address.

Creating an Email Distribution Group

1. Active Directory

2. Create New Group

3. Modify Properties

4. Save Changes