Distribution list

The Distribution List property page is only available when editing a distribution mailbox.

Unlike standard mailboxes, which have multiple personal distribution lists, the distribution mailbox only has one list. All messages received by a distribution mailbox are automatically forwarded to all mailboxes in the list that are allowed to receive messages.  The distribution mailbox itself does not keep copies of the messages so there is no need to log in and delete them.

Note: By default, messages will be forwarded to all guest mailboxes in the list regardless of their status.  You can, however, configure the assigned COS so that messages will not be forwarded to them if they are checked out by enabling the Block delivery to checked out rooms setting.

The property page, shown below, allows you to manage the distribution list by adding or removing mailboxes.

The table on the right lists the current members of the distribution list, displaying the mailbox number, the subscriber name and the mailbox type.  The list box on the left contains all other eligible mailboxes in the system.  Eligible mailboxes include distribution, group, guest, and standard mailboxes. Neither QA nor system mailboxes can be included in a distribution list (nor can a list include its own mailbox).

Although other distribution mailboxes may include a mailbox in their list that you have already included in yours, this is not a problem.  Before sending a distribution list message, the system will parse through your distribution list, and through the lists for any included distribution and group mailboxes (and through any lists that those lists include).  It will build a virtual master list that only includes one copy of each guest or standard mailbox found in any of the lists it processed.  It is to that virtual list that the message is then sent, thereby ensuring that no mailbox gets more than one copy of the message.

The following buttons are provided for moving mailboxes in and out of the list:

To add a single mailbox to the distribution list, double-click on it in the left list box.  To add one or more mailboxes at once, select them in the list box (use the Ctrl key or the Shift key to make multiple selections) then click > to move them over.  To add all mailboxes to the distribution list, click the >> button.

To remove a single mailbox from the list, double-click on it in the table on the right.  It will move back over to the list box on the left.  Or you can remove one or more mailboxes from the list by selecting them (use the Ctrl or Shift key to make multiple selections) and then clicking the < button.  To clear the list of all mailboxes, click the << button.

When the list has the desired configuration, click Apply or OK to update the list.  If you click Cancel instead, all changes will be discarded.

Note: If a recipient of a distribution list message replies to the message using the reply option, the response is sent to the distribution mailbox, not the original sender.  To have the response sent only to the original sender instead, configure the assigned COS to enable the Reply to creator not sender setting.