Set message approval for central distribution list messages in Outlook Web Access (OWA)

Message approval allows you to restrict whether messages sent to your central distribution list needs to be approved before they are sent out.

When you set message approval, any messages sent to the distribution list that require approval will need to be reviewed by a moderator before they are delivered.

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.

Instructions

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 Message Approval from the left-hand pane.

4. Select the tick-box Messages sent to this group have to be approved by a moderator. Further modifications can then be made using the option fields in the individual sections:

 

Group Moderators

Group Moderators are a list of defined people who are authorised to allow or reject messages sent to the list.

1. To change group moderators, beneath Group moderators perform one of the following:

If adding a new moderator:

1. Select Add (visible as a plus (+) icon). You will be prompted to search for the new member 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 new member.

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 Group moderators heading. Repeat steps 2 and 3 for any other new members. Select Save.

If removing a moderator:

1. Select the person you would like to remove and then select Remove (visible as a minus (-)) icon).

Senders who don't require message approval (Authorised senders)

Authorised senders can send to the list without requiring approval.

To change the authorised senders, beneath Senders who don't require message approval, perform one of the following:

If adding a new authorised sender:

1. Select Add (visible as a plus (+) icon). You will be prompted to search for the new member 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 new member.

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 Senders heading. Repeat steps 2 and 3 for any other new members. Select Save.

If removing an authorised sender:

1. Select the person you would like to remove and then select Remove (visible as a minus (-)) icon).

Choose when to send moderation notifications

These settings specify how senders are notified when the messages sent to the list have not been approved. By default notify all senders when their messages aren't approved is selected. 

The other available options are:

• Notify senders in your organization when their messages aren't approved
• Don't notify anyone when a message isn't approved.

6. Once you have performed all the required changes, click Save to apply.

Related guides and other info:

• About central distribution lists
• Modify central distribution list members
• Modify central distribution list owners
• Contact groups (local distribution lists)
• Mailman lists

Help and support

• Contact the IT Services.