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Exchange mailing lists - adding and removing recipients (Outlook and Webmail)

A mailing list is a special tool designed for the distribution of email messages, which makes it possible to send email messages, at one time, to the personal emailbox of every member on the list.

On Exchange mailing lists, the recipients include only @aalto.fi addresses, and the address of these lists is always [list's name]@aalto.fi. Recipients on Exchange mailing lists can be added and removed via either Outlook or Webmail  (https://mail.aalto.fi).

Logging in to webmail https://mail.aalto.fi

Outlook: adding and removing recipients

1. Open Outlook.

2. Go to the address book by clicking on the Address Book button.

Exchange mailing list - address book

3. In the window that opens, type the name of your mailing list in the search field and click Go. When you see your list in the address list, click the right mouse button on top of your list and select Properties from the menu that opens.

Exchange mailing list - address book

4. This will display more details about the list.

5. To modify members of the list, click Modify Members.

Exchange mailing list - modify members

6. A new window opens. In the window, choose whether to add recipients to the list (Add) or remove recipients from the list (Remove).

Exchange mailing list - contact group membership

a) Add a new recipient to a mailing list:

  1. Click Add...
  2. A new window opens on the screen. Search for the desired users from the address book by entering the person’s name in the search field and by then clicking Go.
  3. After the correct person has been found, double-click on the name, and the name will be added to the Add row in the bottom corner of the window. You can search for all the users you wish at the same time.
  4. When all the desired names are shown on the Add row, click OK.
  5. When you want to stop editing recipients, first click OK and then OK again.

b) Remove a recipient from a mailing list:

  1. Select the persons you to be removed from the Members field shown on the left-hand side of the Remove button, and click Remove.
  2. The recipients have now been removed from the list. When you want to stop editing recipients, first click OK and then OK again.

Webmail at Aalto University: adding and removing recipients

1. Go to Webmail with your browser (https://mail.aalto.fi) and log in with your Aalto ID.

2. After log-in, select Options below the wheel icon in the top right corner of the page.

Webmail - options

 

Webmail -distribution groups

3.  In the view that opens, select General and Distribution groups from the list in the left corner of the view that opens.

4.  From the menu on the right-hand side, select Distribution groups I own and the mailing list you wish to edit.

Distribution groups I own

5. Members are managed on the membership tab; members can be added with the plus (+) button and removed with the minus (-) button.

Add or remove members

a) Add a new recipient to a mailing list:

  1. Click Plus (+), and a new window opens.
  2. Find the person you wish to add.
  3. Click the plus (+) button in the bottom right corner (see image below). Find any other persons you wish to add in the same way.
  4. When you are finished, click the Save button on the top or bottom. Then click Save again to save your selection.
Add members

b) Remove a recipient from a mailing list:

  1. Select the name of the person you wish to remove from a mailing list and click the minus (-)button.
  2. The recipient has now been removed from the mailing list. Then click Save to save your selection.

 

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