Troubleshooting Techniques with Sending Emails to Distribution Lists

Issue/Question

I am having issues with sending emails to a distribution list. What should I do?

Environment

  • Outlook

Additional Details

 Note: If you are trying to send to a distribution list that is associated with the DL_MCCStaff list (IT Managed Distribution Lists) you will need approval from the Communications dept (communications@macomb.edu) to gain access. 

IT Managed Distribution Lists
DL_Administrative Support Personnel - FT
DL_Administrative Support Personnel - FT NBU
DL_Administrators - All
DL_Administrators - FT
DL_Administrators - FT - NBU
DL_Administrators - PT - NBU
DL_Faculty - All
DL_Faculty - FT
DL_Faculty - FT - NBU
DL_Maintenance/Operational
DL_Part Time Employees
DL_Part Time Faculty
DL_Part Time Non-Faculty
DL_Part Time Service Faculty
DL_Public Safety
DL_STA
DL_STA - NBU

 Note: If you need to send to a Union Managed Distribution List approval will need to come from the Union president.

Union Managed Distribution Lists
DL_Administrative Support Personnel - FT - AFSCME
DL_Administrators - FT - MCAAP
DL_Faculty - FT - MCCFO
DL_Maintenance/Operational - MCCCOPA
DL_Part Time Faculty - AAFMCC
DL_Part Time Non_Faculty - AFSCME
DL_Public Safety - POLC
DL_Public Safety - POLCCO
DL_STA - AFSCME

Resolution

Method 1: Deleting Autofill

In a new email, when typing an email address, remove any previously associated distribution lists.

  • Select the X next to the name of the auto-fill address that needs to removed.
  • Once removed, type the full distribution list email address

Method 2: Selecting from Address Book

In a new email, select Address book from the menu bar, or select the To button in the email to open the address book.

  • Search for the distribution list in the address book.
  • Double click the name of the distribution list to put it in the To field. 
  • To put in another field, highlight the distribution list, and then select the field you want to put it in. 
  • Click the OK button once complete.

Method 3: Send from Web Version of Outlook

  • Navigate to outlook.office365.com
  • Open a new message, and add the distribution list.
    • Additionally, selecting the To button opens the address book allowing for the distribution list to be selected from there. 

 Note: Previously sent (auto-fill) email addresses can be removed from here the same way as method 1. 

Method 4: Downloading the Address Book from the Server

  • Select the File tab from the ribbon at the top of the Outlook desktop application.

  • Click the Account Settings button.
  • Select from the drop-down list Download Address Book.

  • Select the OK button from the Offline Address Book menu.