Adding Members to a Cloud (not AD Active Directory) Distribution Group via Outlook on the Web
Effective Date: February 17, 2026
Owner: Chris Francia
1. Purpose
This SOP describes how to add members to an existing cloud (not AD Active Directory) distribution group using Outlook on the Web.
2. Scope
This procedure applies to staff who are designated owners of distribution groups in Microsoft 365.
3. Prerequisites
- You must be an owner of the distribution group.
- You must have access to Outlook on the Web.
4. Procedure
Step 1: Open Outlook on the Web
- Open your web browser and sign in to Outlook on the Web.
Step 2: Open Settings
- Click the Settings (gear icon) in the top-right corner of the page.
Step 3: Navigate to Distribution Groups
- In the Settings panel:
- Select General
- Select Distribution groups
- Click this portal
2 : Settings menu showing General → Distribution groups → this portal
Step 4: View Groups You Own
- In the Groups window, click Groups I own.
Step 5: Open the Correct Distribution Group
- Double-click the group you want to manage
Step 6: Manage Members
- Click the Members tab.
- Select View all and manage members.
Step 7: Add a New Member
- Click Add members.
Step 8: Search and Add the User
- Search for the user you want to add.
- Best practice: Search by username (for example,
cfrancia) instead of the full name (Chris Francia) for more accurate results.
- Select the correct user and click Add.
5. Verification
- Confirm the new member appears in the member list.
- Allow several minutes for changes to propagate across Microsoft 365.
6. Notes / Best Practices
- Searching by username reduces the chance of selecting the wrong account.
- Distribution group updates may take time to fully sync for email delivery.