Adding and Removing Employees for a Distribution List, Resource Calendar, or a Generic Mailbox

  • To find a self-managed Distribution List or Generic Mailbox:

  1.  Open File Explorer from the Start Menu.

File Explorer


  1. Select the "Network" button in the lower-left side of the window

then select “Network" again at the top menu bar,

then select Search "Active Directory”                        

Select Network, then select Search Active Directory             

  1. In the following window, type in the name of the distribution list. For a generic mailbox, type in “ExchangeRights-“ followed by the name of the generic mailbox with no spaces.:
  2. Confirm the spelling, then select "Find Now"

Example searching for a generic mailbox which has exchngerights, hyphen, the name of the generic mailbox

  1. Under “Name,” double-click the name of the distribution list or the access level group for the generic mailbox you would like to add the employee to.

Note: There are 3 levels of access for a generic mailbox that the manager of the mailbox can add a user to:

  • Full Access/PubEditors - Read/Create/Modify/Delete
  • Reviewers - Read ONLY
  • SendOnBehalf - Send message on behalf of the generic mailbox. This requires Full Access as well.

Examples of how names will show for exchange rights groups

  1. The following pop-up window will be where you can Add/Remove employees. 

  • To add user(s) to a Distribution List or a Generic Mailbox:

  1. Select "Add" at the bottom left of the pop-up window from the previous step.

Add button at the bottom left of the pop-up window.

  1. In the new pop-up window, type in the name of the employee that needs to be added in the following format: Lastname, Firstname. If multiple users need to be added, separate each name with a semicolon and a space.
  2. Once all the names are entered, select the "Check Names" button to confirm the employee names are correct, then select OK to add the employees.

type in the names as last name comma space first name. If multiple names need to be added separate the names by using a semi colon and a space

  1. Select "Apply", then "OK" to save the changes.

  • To remove user(s) from a Distribution List or a Generic Mailbox:

  1. Double-click the distribution list or access group you would like to remove the employee from.
  2. Select the name that needs to be removed.
  3. With the name highlighted, select the "Remove" button on the bottom of the window.

Select Remove

  1. When prompted to confirm to remove the employee, check the name to verify it is the correct one, then select “Yes.”

​​​​​​​Select Yes to confirm you want to remove the user

  1. Select "Apply", then "OK" in the to save the changes.

Select Apply then OK​​​​​​​


Article ID: 55183
Thu 6/7/18 1:17 PM
Fri 1/24/20 10:26 AM