Email Distro List

Hi @BACIGALUPO TRICIA, 

Thank you for outlining the requirement, and for taking the time to specify both the scenario and the client you are using, because that context helps ensure the guidance aligns with the exact management experience available in your environment. 

From your description, you would like to take ownership of an email distribution list that was previously owned by an employee who has left the company, and you are currently using Outlook on the web. 

This happens because a distribution list is a directory object and its management rights are tied to the assigned owners or administrators, so when the original owner’s account is no longer active, there may be no remaining owner who can update ownership or settings. In addition, distribution group management is not handled directly inside Outlook on the web, so ownership changes are typically completed in the admin portals, and then day to day management can continue once you are listed as an owner.  

Below are some workable options that might be the most appropriate for your current situation: 

If you don't have a permission, please contact your IT's administrator to follow this steps below: 

1/ Assign you as owner in the Exchange admin center (recommended for Exchange Online distribution groups) 

• Sign in to the Exchange admin center using an account that has the required Exchange permissions. 
• Open Recipients, then Groups, and locate the distribution list you need to take over. 
• Open the group properties, then in the Ownership section add your account as an owner, and remove the departed employee if they are still listed. 
• Save the change, then confirm you can manage members and the group settings going forward.  

• Reference: Manage distribution groups in Exchange Server, Exchange distribution groups, Distribution group Exc… 

2/ If the object is a Microsoft 365 Group, assign a new owner in the Microsoft 365 admin center 

• Sign in to the Microsoft 365 admin center with an administrator account. 
• Open Groups, select the group, then edit Owners and add your account as an owner. 
• Keep at least two owners where possible, so the group remains manageable if one owner leaves in the future.  
• Reference: Assign a new owner to an orphaned group - Microsoft Support 

3/ Use the group management portal after ownership has been assigned (best for ongoing maintenance) 

• First, have an administrator complete Option 1 or Option 2 to add you as an owner, because the portal only lists groups under “Groups I own” once you are already assigned ownership. 
• Open the distribution group management portal, go to Groups I own, and select the distribution list. 
• Open Members to manage owners and membership as needed, then save the updates.  

For reference, this Microsoft article explains how admins manage distribution lists in Exchange Online: Create and manage distribution groups in Exchange Online

4/ If immediate continuity is required while ownership is being assigned 

• Ask an administrator to grant you Send As permission for the distribution list so you can send messages as the list immediately 
• If assignment is delayed, create a new distribution list with you as owner, add the current members, and set the old email address as an additional alias on the new list to maintain address continuity 
• Consider moving the list to a Microsoft 365 Group so multiple owners can manage membership directly from Outlook on the web with shared mailbox, files, and calendar 

I hope this response has helped address your question and clarify the behavior you're experiencing. Please feel free to reply if you have any further questions, I would be happy to assist further.   

Thank you for your patience and your understanding. I look forward to continuing the conversation.  

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Ownership of a Microsoft 365/Exchange Online distribution group cannot be self-assigned by a regular user. An existing owner or an admin must assign a new owner.

To take ownership of a distribution list for a departed employee, an admin should:

1. Go to the Microsoft 365 admin center: Teams and groups > Active teams and groups > Distribution list.
2. Select the distribution list.
3. Edit the group and on the Assign owners (or Ownership) page, add the new owner account and remove the departed employee.
4. Save the changes.

Alternatively, if using the self-service “Create and manage distribution groups” portal for groups already owned:

1. Navigate to the portal at the provided link.
2. Use Groups I own to edit existing groups, but note this only works if already listed as an owner. For a leaver’s group, an admin must first add the new owner as described above.

Once listed as an owner, the new owner can manage members, delivery management, and other settings for that distribution list.

References:

• Create distribution groups in the Microsoft 365 admin center
• Distribution groups
• Manage distribution groups