Windows 7 / Getting Started

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Managing Distribution Groups

As organizations grow, they might find that the number of distribution groups maintained can get extremely large. As the membership of these groups can change often, the maintenance of them can take a significant amount of administrative resources.

With Exchange Server 2010, users can now be granted the ability to self-manage their distribution groups. This is intended to decrease the maintenance costs associated with the upkeep of these groups.

Users who have the appropriate RBAC permissions can create and manage their groups using the ECP through their OWA interface. By default users can join or leave groups using the ECP interface.

Message Delivery Restrictions

Often, distribution lists are created with a specific user base in mind. For example, although you might want any employee in the company to send to your Employee Suggestions mailbox, you might want to restrict who can send to All Employees, or All District Managers.

To restrict who can send to a particular distribution group, perform the following actions:

1. Start the Exchange Management Console.
2. In the Console Tree, navigate to the Recipient Configuration \ Distribution Group node.
3. From the results pane, select the distribution group you want to manage.
4. In the action pane, click Properties.
5. Select the Mail Flow Settings tab, and then double-click the Message Delivery Restrictions option.
6. By default, All Senders is selected, allowing all senders in the organization to send to the distribution list. To restrict this, select the Only Senders in the Following List radio button and click the Add button. Allowed senders can now be selected from the GAL. To select multiple senders, hold the CTRL key as you select each additional user.
7. Click OK three times to save the changes and exit.

When an unauthorized sender creates and sends an email to a restricted distribution group.

Other delivery restriction options include Require that all senders are authenticated (enabled by default on groups created in Exchange Server 2010), which prevents anonymous users from sending messages to the distribution group and Reject messages from, which enables you to configure specific users or groups that are restricted from sending messages to the group. In addition, message size restrictions can be placed on the distribution group, allowing only messages smaller than the mandated size to be delivered.

Note: When an OWA 2010 user attempts to send to a distribution list to which they do not have permissions, a MailTip is displayed in the OWA window notifying them that You Do Not Have Permission to Send To the distribution list. The MailTips feature is enabled with OWA 2010 but does not work with Outlook 2007 or OWA 2007.

Message Moderation

New in Exchange Server 2010 is the ability to configure Message Moderation settings on a distribution list. These settings are configured when creating the list using the ECP but are not populated when creating the distribution list from the EMC interface.

To configure these settings from the EMC interface, perform the following steps:

1. Start the Exchange Management Console.
2. In the Console Tree, navigate to the Recipient Configuration \ Distribution Group node.
3. From the results pane, select the distribution group you want to manage.
4. In the action pane, click Properties.
5. Select the Mail Flow Settings tab, and then double-click the Message Moderation option.
6. Administrators can configure the distribution group to require moderator approval for all messages, group moderators can be defined, senders that do not require approval can be specified, and moderation notification messages can be configured.
7. Click OK when finished.