Information Services Division


Modify members of a shared mailbox or bookable resource security group in Outlook Web Access (OWA)

This how-to guide demonstrates how to modify the members of a shared mailbox or bookable resource security group using OWA.

Before you start...

  • You will need to be a member of the Owner access group (for shared mailboxes) or the Admins access group (for bookable resources) to perform changes to group membership.

Note: If you have enabled the new Outlook experience within OWA, you will need to switch back to the classic experience to follow these instructions. You can switch back by selecting the 'the new Outlook' toggle.


1. In Mail view, click on the Settings cog icon on the top-right corner. Beneath Your app settings, select Mail.

Fig 1. Mail under the Settings menu
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2. Within the Options menu, select General from the left hand window pane. Select Distribution groups.

Fig 2. Distribution groups within the Options menu.
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3. Under distribution groups I own, click on the security group you would like to change, then click Edit (the pencil icon). If you are not sure which group to change or the name of the required group, visit the Shared Mailbox or Bookable Resource pages for guidance.

Fig 3. distribution groups I own window
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4. A new window will open with details about your central distribution list. Select  membership from the left hand window pane.

Fig 4. Membership options
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To add members

1.Click on the plus (+) symbol and a new window will open. (Fig 5. (1))

2. In the search field, type the name or user ID of the person you want to add (Fig 5. (2)).

3. Once you have found the person you want to add either double click on their name or highlight the name and click on the plus (+) symbol next to the name (Fig 5. (3)).

The name will appear in the members list, which is just above the search field. If you accidentally add someone, you can remove them from that members list before clicking OK.

Fig 5. The add members window
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Tip! You can add more than one person at once by searching for another name in the search field and following the previous steps

4. When you have the people in your list that you want to add click the OK button
(Fig 4. (4)).

5. Click Save (Fig 5. (5)) to save the changes you have made to the membership.

To remove members

1. In the Membership Section, search through the list for the person you want to remove. Select their name (Fig 6. (1)).

Fig 6. Example of how to remove a member
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Tip! You can select more than one person at once. Hold down the Ctrl key on the keyboard and clicking on the names, or select a long list by selecting the top entry and then scrolling down to the last entry you want to remove. Hold down the shift key and click on the last name on the list.

2. Click on the minus (-) symbol to remove them (Fig 6. (2)).

Note: If you remove the wrong people click on Cancel in the bottom right of the window. This will exit the list without making any changes.

3. When you've made all your changes, click on the save button toward the bottom right of the window (Fig 6. (3)). 

Any changes that you make will take effect shortly after you click the save button.

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