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Microsoft Outlook Webmail

Public Groups You Own

In Outlook Web App, you can send emails to a number of people at once by using a distribution list, known as a public group. Individuals can choose to join and leave these groups as long as the settings allow them to do so. When you own a group, you can add and remove owners and members, make decisions about who can send messages to the group, and change other settings. This document covers the settings that can be changed by group owners.

Refer to Public Groups for information about what group members can do. To create a group, contact the Help Desk via email, or call 715-836-5711. Once a group has been created it will appear under Public Groups I Own.

return to topAccessing the Group Settings

  1. Log on to Outlook Web App

  2. In the upper right corner, click OPTIONS
    A pull-down menu appears.

  3. Click SEE ALL OPTIONS
    Your options appear.

  4. Click GROUPS
    The Public Groups information appears.

  5. In the Public Groups I Own section, select the group you wish to modify
    HINT: A groups is selected when it is highlighted in pale blue.
    Public Groups I Own section

  6. Click DETAILS
    The Group dialog box appears, with the General section expanded.

return to top General

In the General section, you can change the display name and alias of your group.

Display name
This is what appears in the shared address book and on the To: line for emails sent to the group. Choose a display name that makes sense and that no one else in the domain (i.e., UW-Eau Claire shared address book) is using.

Alias
This is what appears in the email address to the left of the "@" symbol.
EXAMPLE: LTS.staff@uwec.edu

  1. Access the Group dialog box

  2. To change the display name, click in the Display name text box, and type the desired name

  3. To change the alias, click in the Alias text box, and type the desired alias

  4. To add a description, click in the Description text box and type the desired text

  5. When finished, click SAVESave button
    Your changes are saved; the Group dialog box closes.

return to top Ownership

  1. Access the Group dialog box

  2. Click OWNERSHIP
    The Ownership section expands.

  3. To add an owner, click ADD...Add button
    The Select Owner dialog box opens.

  4. In the search box, type a name or email address » click Find button
    The search results appear.

  5. Select the desired individual

  6. Click ADD
    The name appears in the Add text box

  7. To add more owners, repeat steps 4 through 7

  8. When finished, click OKOK button
    The Select Owner dialog box closes.
    In the Group dialog box, the new owners appear in the Ownership section.

  9. To remove an owner, select the desired owner
    HINT: An owner is selected when the name is highlighted in pale blue.

  10. Click REMOVE
    The owner's name is removed from the list of owners.

  11. Click SAVE Save button
    Your changes are saved; the Group dialog box closes.

return to top Membership

Group owners can add and remove members from a group.

Adding a Member

  1. Access the Group dialog box

  2. Click MEMBERSHIP
    The Membership section expands.

  3. To add a member, click ADD...Add button
    The Select Members dialog box appears.

  4. In the search box, type a name or email address » click Find button
    The search results appear.

  5. Select the desired individual

  6. Click ADD
    The name appears in the Add text box

  7. To add more members, repeat steps 4 through 7

  8. When finished, click OK OK button
    The Select Member dialog box closes.
    In the Group dialog box, the new members appear in the Membership section.

Removing a Member

  1. To remove a member, select the desired member
    HINT: A member is selected when the name is highlighted in pale blue.

  2. Click REMOVE
    The member's name is removed from the list of members.

  3. Click SAVE Save button
    Your changes are saved; the Group dialog box closes.

return to top Membership Approval

  1. Access the Group dialog box

  2. Click MEMBERSHIP APPROVAL
    The Membership Approval section expands.

  3. Choose the desired form of membership approval

    Open
    Anyone can join the group.

    Closed
    Only group owners can add members to the group; people cannot request to join the group using Groups in Outlook Web App.

    Owner Approval
    Group owners must approve or reject all requests to join the group.

  4. Click SAVE Save button
    Your changes are saved; the Group dialog box closes.

return to top Delivery Management

Group owners can determine who can send messages to the group.

NOTE: If no senders are listed, everyone within your organization (e.g., UW-Eau Claire) can send messages to the group (e.g., Chemistry majors). If you add senders to the list, only those on the list can send messages to the group.

  1. Access the Group dialog box

  2. Click DELIVERY MANAGEMENT
    The Delivery Management section expands.

  3. To add a sender, click ADD...Add button
    The Select Allowed Senders dialog box appears.

  4. In the search box, type a name or email address » click Find button
    The search results appear.

  5. Select the desired individual or program

  6. Click ADD
    The name appears in the Add text box

  7. To add more senders, repeat steps 4 through 7

  8. When finished, click OK OK button
    The Select Allowed Senders dialog box closes.
    In the Group dialog box, the new senders appear in the Delivery Management section.

  9. Click SAVE Save button
    Your changes are saved; the Group dialog box closes.

return to top Message Approval

Group owners can determine whether messages can be sent directly to the group or have to be approved by a moderator first, as well as designating moderators.

  1. Access the Group dialog box

  2. Click MESSAGE APPROVAL
    The Message Approval section expands.

  3. If you want messages sent to the group to be moderated, select Messages sent to this group have to be approved by a moderator
    HINT: This option is selected when a checkmark appears before it.
    The rest of the options for Message Approval will appear in black.

  4. To add a moderator, in the Group moderators section, click ADD...Add button
    NOTE: If messages are moderated but no moderators are listed, the group owner will approve or deny all messages.
    The Select Group Moderators dialog box appears.

  5. In the search box, type a name or email address » click Find button
    The search results appear.

  6. Select the desired individual

  7. Click ADD
    The name appears in the Add text box

  8. To add more moderators, repeat steps 5 through 8

  9. When finished, click OK OK button
    The Select Group Moderators dialog box closes.
    In the Group dialog box, the new moderators appear in the Message Approval section.

  10. Click SAVE Save button
    Your changes are saved; the Group dialog box closes.

return to top E-Mail Options

This section has a list of email addresses. Messages sent to the address(es) will be received by the group.

return to topMailTip

Group owners can create a MailTip that will appear in the infobar when people send email to the group.
MailTip example

  1. Access the Group dialog box

  2. Click MAILTIP
    The MailTip section expands.

  3. In the dialog box, type the desired message

  4. Click SAVE
    Your changes are saved; the Group dialog box closes.

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