How Can Outlook User Add External Emails to a Microsoft 365 Distribution List?

Copper Contributor

I've setup Microsoft 365 for a nonprofit small church that serves a poor community in Houston (thank you Microsoft). They are very happy to have reliable email service under their own domain.

 

They want to have a mailing list of all their church members, so I created a distribution list called Church Members in the Exchange 365 admin panel.

 

All well and good. Now, the church secretary wants to add all the names and emails of the church members to this distribution list, WITHOUT having to sign into the Exchange 365 admin panel. I can't figure out how to do this.

 

If I'm in Outlook and I click on the Address Book, then select the Global Address Book, I can see the Church Members distribution list. But, I can't find a way to add members to this list.

 

How do I go about doing this without having to grant the church secretary some admin privileges and show her how to use the Exchange 365 admin panel? Note that all the church members have non church domain email addresses.

 

Thank you.

2 Replies
If you want the external addresses to be visible in the GAL, there is no going around the need for admin access. You can make her an owner of the DL in order to allow her to manage membership, however the contacts need to be created by someone with admin privileges first.

An alternative approach would be for the secretary to manage the set of contact within her own mailbox, though that leaves as a "single point of failure".
"An alternative approach would be for the secretary to manage the set of contact within her own mailbox, though that leaves as a "single point of failure"."

Yes, that's the whole problem, isn't it? Rather a weak point in Microsoft's approach. It should not be necessary to grant admin access to a volunteer in order to update a distribution list accessible by all employees.

Thanks for your answer