How to create and manage dynamic distribution list groups in Exchange Online

A distribution group is a collection of users that you create when you want to send emails or meeting requests to all of its members. You can create distribution groups with dynamic memberships that get updated based on a set of rules configured while creating them. These are called dynamic distribution groups. Unlike the usual distribution groups, where membership is manually assigned and maintained, dynamic distribution groups automatically update their membership based on the attributes and properties of user accounts in Azure AD.

You can create and manage dynamic distribution list groups using the Exchange Admin Center (EAC). ManageEngine M365 Manager Plus, a comprehensive tool used for reporting, managing, monitoring, auditing, and alerting for critical activities in your Microsoft 365 environments, can also be used for this purpose.

The following table is a comparison on how to create and manage dynamic distribution list groups in Exchange Online using the native admin center and M365 Manager Plus.

Limitations of using Microsoft 365 native tools to create and manage dynamic distribution list groups in Exchange Online

• Creating distribution groups in bulk requires the use of PowerShell scripting. However, one wrong move from the administrator can affect the security posture of your organization.
• Administrators must be assigned the required role to access individual native admin centers and carry out tasks in them.
• Assigning granular permissions to execute individual tasks in a broad category is not possible.
• Generating reports and conducting management tasks on services in Microsoft 365 have to be carried out in their respective admin centers, which can be exhausting and time-consuming.

Benefits of using M365 Manager Plus to create and manage dynamic distribution list groups in Exchange Online

• Manage mailboxes, users, groups, sites, and contacts effortlessly in bulk without PowerShell scripting.
• Delegate granular permissions to technicians without elevating their Microsoft 365 privileges and create custom roles with any combination of reporting, management, and auditing tasks.
• Gain a thorough understanding of your environment in Exchange Online, Azure Active Directory, SharePoint Online, OneDrive for Business, and other Microsoft 365 services with detailed reports.
• Keep tabs on even the most granular user activities in your Microsoft 365 environment.
• Monitor the health and performance of Microsoft 365 features and endpoints around the clock.
• Back up Exchange Online emails, calendar entries, contacts, and tasks with periodic incremental backups and restore them fully or granularly based on your needs, way past the 30 day limit of the native retention period.