Information Services Division


Restrict/allow senders to a central distribution list in Outlook Web Access (OWA)

By default, only the assigned owners of a distribution list can send messages to the group. This guide shows how you can add and remove authorised senders.

This guide is aimed at...

  • All

Before you start...

  • You will need to be a registered owner of the distribution list to perform these changes.
  • Check your browser compatibility to ensure you meet the minimum requirements for using OWA.


  1. While signed in to Outlook Web Access, visit the distribution group management portal.
  2. Under distribution groups I own, select the list you want to change, then select Edit (visible as a pencil icon). Alternatively you can also open the list details by double clicking on it.
  3. A new window will open with details about your central distribution list. Select Delivery management from the left-hand pane.

    Note: If no individuals are listed within delivery management, all senders (UCL and non-UCL) can submit mail to the list, unless message approval has been enabled. More information on message approval can be found on the approve messages sent to a central distribution list how-to guide.

    Note: If it is specified within delivery management that your distribution list does not allow external (non-UCL) senders and you require this feature to be enabled, please contact the ISD IT Services.

  4. To change authorised senders, within Delivery management, perform one of the following:

Add authorised sender(s)

  1. Select Add (visible as a plus (+) icon). You will be prompted to search for the new authorised sender from a list of available contacts. Select Default Global Address List. In the Search this list of contacts field, type the name, user ID or email address of the individual.

    Tip: If you would like to set the members of the list as authorised senders, enter the email address of the mailing list.

  2. Once you have found the person you want to add, select the name and then select Add (visible as a plus (+) icon) next to the name.
  3. The chosen account will be added beneath the Allowed senders heading. Repeat steps 2 and 3 for any other new senders. Select Save.
  4. Once you have performed all the required changes, click Save to apply.

Remove authorised sender(s)

  1. Select the person or object you would like to remove and then select Remove (visible as a minus (-) icon).
  2. Click Save to apply.

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