For SharePoint administrator – How to edit the membership of the email group account using MS outlook?

Adding/Removing Members to the email group account in Outlook Web App (OWA)

  1. Login HKU Portal.
    2. Login HKU Portal
  2. Click My Email tab to open Outlook Web App (OWA).
    3. HKUPortal My Email
  3. In OWA, click the gear icon in the top-right corner and then click Options.
    4. Click Option on OWA
  4. In the options page, click groups in the left pane and then double click the group whose membership is to be changed under distribution groups I own.
    5. Manage distribution groups I own
  5. In the group pop-up window, click membership and then click Plus sign under Members to add member to the group.
    6. Add member to group
  6. In the Members pop-up window, type in the name or UID of the person or group to be searched and then press Enter to return the search result.
    7. Search user
  7. Click Plus sign beside the person or group account in the search result in order to add them to the members of the group and then click OK.
    8. Add user
  8. The selected person or group accounts are added to the members of the group.
    9. Add member to group list
  9. Select the person or group accounts and then click Minus sign  under Members to remove members from the group.
    10. Remove member to group list
  10. The selected person or group accounts are removed from the group. Click Save to save the changes.
    11. Save the group list

    Note: After adding accounts to the email group, it will take up to 10 hours for the SharePoint permissions assigned via the email group to be effective for the accounts being added. While assigning SharePoint permissions directly to the accounts or adding the accounts to SharePoint groups will be effective immediately.

Adding/Removing Members to the email group account in Outlook

  1. Make sure you have connected the MS Outlook to your HKUCC1 mailbox according to the FAQ.
  2. Click Address Book in Microsoft Outlook
    3. Address book in outlook
  3. Under “Address Book” drop-down list, select “Global Address List…” and then enter name of the group account or use keyword “group-“ for searching
    Double click on the group account to view the properties.
    4. Search global address list
  4. This box will display the primary owner of this group account. (Remark: additional owners won’t be shown)
    If you are the group account owner, click ‘Modify Members’ to edit members.
    5. Modify members
  5. To add members click [ Add ], or select the member to be removed and click [ Remove ].
    Click [ OK ] to save changes.
    6. Add and remove members
  6. Search for the member(s) you want to add.
    Hint: If you want to look up a user by UID, select “More columns” in the “Search” option.
    Select the member or members(s).
    Click [ Add -> ] button to add them to the list. Repeat the steps to add more members
    Click [ OK ] when you have finished adding members.
    7. Add members
  7. Review the member list, if you need to change anything return to Step 1 of adding/removing members. To confirm the changes, click [ OK ].
    8. Review the member list
  8. Click [ OK ] to close of all the other windows to complete.

    9. Note: After adding accounts to the email group, it will take up to 10 hours for the SharePoint permissions assigned via the email group to be effective for the accounts being added. While assigning SharePoint permissions directly to the accounts or adding the accounts to SharePoint groups will be effective immediately.

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