Request or Update a Distribution List

Last modified 9/14/2023

A distribution list in Microsoft 365 is a group of email addresses. When you send an email to a distribution list, all members of the distribution list receive a copy of the email.

You may request a New Distribution List, or request a Change to an Existing Distribution List, by submitting a request. Use the following link to perform one of these actions: (See Request (Add) a new Distribution List steps below for how to make a request).


Automated Out of Office messages are not supported for Distribution Lists.

Request (Add) a New Distribution List

To request a new Distribution list, please follow the below process:

  1. Navigate to
  2. Click on the Submit Detailed Request link.
  3. Login using your ULID and password.
  4. Click on the Office 365 and Web tab.
  5. Click on Request Office 365 Resources for Group or Team.

You will need to fill out the Request form for Microsoft 365 Resources. Use the steps below as a guide

  1. Enter your preferred phone number in the Preferred Phone field.
  2. Underneath the question, What type of shared Office 365 resource would you like to request (choose only one)?, click the Radio button next to Email List. (See Figure 1).

    Figure 1:
    request email list option
  3. Click the Arrow next to Would you like to Add, Modify, or Remove? and select Add from the drop-down menu.
  4. Next to 'Who is the owner of this shared resource?' enter the name or ULID for the person who will act as the owner of the distribution list.
  5. Please enter the preferred display. Enter the preferred name of your distribution list here.
  6. Does your email list need to have an email address other than the following ( Check the Radio button next to either Yes or No, as desired. 
  7. In the field next to ULID List:, enter the ULIDs of anyone who you would like to be a member of the distribution list.
  8. Please include any additional comments about this request here: Enter any additional comments you may have regarding your request.
  9. Scroll to the upper-right of the form and click Save to submit your request.
  10. When you receive the message, "Your Service Request has been added to the Cherwell system. Your Service Request ID is XXXXXX. Click OK.
  11. Your Request for a Distribution List has been submitted to the appropriate department for processing. You will be notified once your request has been processed.

New Distribution Lists are visible in the GAL (Global Address List) approximately 24 hours after creation.


Lists with 100 or more recipients may require additional approval.

Modifying a Distribution List

Use the following instructions to Modify a Distribution List.

  1. Using the steps above to access the Request Form, click the arrow next to Would you like to add, modify, or remove?, and select Modify from the drop-down menu.
  2. Choose an owner by entering their ULID or full name.
  3. Enter the Name of the Distribution List.
  4. What would you like to modify about your shared resource?
    4a. Change Membership (Add or Remove Members)
    4b. Change Ownership (Choose a new owner to replace a current one)
    4c. Make a Name Change (Change the distribution list name)
  5. Feel free to add additional comments pertaining to your request.

Remove a Distribution List

Using the steps above, modify your answers to Remove a Distribution list using the steps below.

  1. Would you like to add, modify, or remove?  select Remove from the drop-down menu. (See Figure 4)
  2. What is the name of the Shared Resource? enter the name of the Distribution list in question.
  3. Confirm your deletion by clicking the Radio dial next to Yes (This cannot be undone).
  4. Additional Comments are optional.

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