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Collaboration Services: Manage Public Groups

Exchange offers a powerful tool for managing distribution lists called public groups. Public groups are a convenient way to communicate by e-mail with groups of people at the University and are required to control resources.

  1. Log in to OWA at https://collaborate.northwestern.edu.
  2. Click on Options, and then select See All Options… in the drop down menu.

    The See All Options under the Options button at the upper-right portion of the screen.
  3. Click Groups. This will open the groups screen, where you can see public groups you belong to and own.

    The Groups option.
  4. To manage a public group you own, click the group, and select Details.

    The Public Groups I Own window. After selecting a public group from the list, select Details.
  5. In the General Tab:
    1. Display Name: This is the name of the group. It cannot be changed once created.
    2. Alias: This is the email address of the group, alias@northwestern.edu. It cannot be changed once created.
    3. Description: Provides a description of the group. Group owners may alter this field.

    The General tab, with 3 fields. The Display name and Alias fields cannot be changed. In the Description field, group owners may alter the description of the group.
  6. In the Ownership Tab:
    1. Owners may be added or deleted via the Owners field. To add an owner, click the Plus Sign, and select the owner you wish to add from the list that appears. A group must have at least one owner.

    The Ownership Tab. Select the Add button to add a group owner.
  7. In the Membership Tab:
    1. Members may be added or deleted via Members field. To add a member, click the Plus Sign, and select the member you wish to add from the list that appears. To remove a member, click on the Member, and then click Remove.

    The Membership Tab. Select the Add button to add a group member. Select the Remove button after selecting a member to remove that member.
  8. In the Membership Approval Tab:
    1. Select the type of Membership Approval you want. Open allows anyone to join with no approval. Closed requires Group Owners to add all new members and automatically rejects requests to join. Owner Approval routes requests to join to Group Owners, who then accept or deny the request.

    The Membership Approval tab. The radio button should be selected for the desired type of Approval.
  9. In the Delivery Management Tab:
    1. To restrict who can send messages to this group, click the Plus Sign, and select the Member you wish to give sending rights from the list that appears. By default, the list is blank and anyone can message this group; once a name is added to the list, only members appearing in the list may message the group.

    The Delivery Management tab. To give sending rights to a member, click the Add button.
  10. In the Message Approval Tab:
    1. Click the Check Box next to “Messages sent to this group have to be approved by a moderator” to make all message sent to the group require moderator approval.
    2. Group Moderators: To add moderators to the group, click the Plus Sign, and select a moderator from the list that appears.
    3. Senders who don’t require message approval: To exempt some senders from moderator approval, click the Plus Sign, and select an exempted sender from the list.
    4. Select Moderation Notifications: Click the Button to choose to notify all senders when messages aren’t approved, only notify senders within Northwestern, or to send no notification for messages that aren’t approved.

    The Message Approval tab. Hit the Add button under Group moderators or Senders who don't require message approval to add a person to the respective category. At the bottom, the radio button should be selected for the desired method of notifying people when their messages aren't approved.
  11. In the E-Mail Options Tab:
    1. All e-mail addresses for the group are listed here.

    The E-mail Options tab. A list of all e-mail addresses for the group is displayed.
  12. In the MailTip Tab:
    1. Type a Mail Tip in the text box. The Mail Tip will appear in the infobar of Outlook 2010 and OWA users when they the group is included in the To line of a message being composed. For example, “Please allow up to 2 business days for a response.”

    The MailTip tab. In the text box, an appropriate MailTip message should be typed.
  13. Click Save to save your Group settings.

Last Updated: 27 November 2013

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