How to Send a Distribution List Email from a Shared Mailbox Using Outlook Web

This guide outlines the steps to send an email from a shared mailbox via Outlook Web, ensuring recipient privacy when using distribution lists (DLs).

Instructions:

  1. Open Outlook Web
  2. Access the Shared Mailbox:
    • Click your profile picture in the top-right corner.
    • Select “Open another mailbox…”
    • Enter the shared mailbox name (e.g., bcmtesting@missouristate.edu).
    • Note: If you do not have access to the shared mailbox, submit a ticket to the Enterprise Systems Administrator (ESG) team via the IT Support Services – Employee card on the My Missouri State (MMS) portal.
  3. Close Your Own Mailbox Tab:
    • Close the tab containing your personal mailbox to avoid accidentally sending from the wrong account.
  4. Compose a New Email:
    • In the shared mailbox, click New Mail → Mail.
  5. Enter Recipients Using Bcc:
    • Click Bcc in the upper-right corner of the message window.
    • Add the appropriate distribution list(s). If using more than one, separate them with semicolons (;).

Common DLs:

§  sgfstudents@missouristate.edu – Springfield’s students

§  sgfstaff@missouristate.edu - Springfield’s staff

§  sgffaculty@missouristate.edu - Springfield’s faculty

§  wpstudents@missouristate.edu – West Plain’s students

§  wpstaff@missouristate.edu - West Plain’s staff

§  wpfaculty@missouristate.edu - West Plain’s faculty

  • You may also include yourself (and others) in the Bcc field to receive a confirmation copy.
  • Please note the mailbox needs the right permissions to send to those DLs, and you also need approval from the relevant offices to use them. You can check out MSU’s Email Communications policy for more details.
  1. : Leave “To” and “Cc” Blank
Please Note: Do not enter any email addresses in the To or Cc fields. This is crucial to prevent recipients from seeing each others' email addresses or replying to the full list.
  1. Send the Email:
    • Click Send. You are done!
  2. Need Recipient Count?
    • If you need a count of recipients after the message is sent, submit a ticket to the Enterprise Systems Administrator (ESG) team using the IT Support Services – Employee card on the My Missouri State (MMS) portal.
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