How To: Update Membership of a Distribution List
Relevant To: Faculty and Staff
Table of Contents:
Introduction
This document will explain the basics of adding, and removing members to a Distribution List in LotusNotes. This can only be done by an Administrator or Owner of the Distribution List, or DL for short.
Navigating to the Workspace
To access the DL open IBM Notes. If there is not an icon on your desktop, press the “Start” button and type “IBM”
Once open, press “Open”, in the top left, and then “Applications” and finally “Workspace”. If you do not see the Workspace you will need to click “Search for an Application”.
Once in the Workspace please open the proper Address Book where the list you would like to modify is located.
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Accessing the Address Books
Student Address Book: ESC's Student Address Book (notes://mail.esc.edu/85256CA2005B6434)
ESC Faculty Address Book: ESC's Address Book (notes://mail.esc.edu/852562F9006CBC25)
ESC Alumni Address Book: ESC Alumni Directory (notes://mail.esc.edu/8525730F0072467B)
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Navigating the Address Book
From here click “Groups”, and then enter the name of the group you would like to update in the “Search For” field, and then press “Search”
Open the entry you would like to edit, by double-clicking on the Group Name.
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Enable Editing in the group
To enable editing in the group you can either double-click within the group or click “Edit Group” at the top of the record. You will notice Brackets appear around parts of the record that you have access to edit
Once done you have made your edits you will need to press “Save & Close” at the top of the page
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Adding New Members
Click the small arrow at the bottom of the Member List to open the Add/Remove members window. From within the Add/Remove members window, ensure you are looking within the “ESC’S Address Book”. Please note that to locate a new member you will need to use the following format to search:
“Surname , FirstName”
Once you locate the proper user, you can left-click on their name, and then press the “Add” button.
Once done you have made your edits you will need to press “OK”, and then press “Save & Close” at the top of the page
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Removing Members
Click the small arrow at the bottom of the Member List to open the Add/Remove members window. To Remove a member, locate the name of the List Member you would like to remove. Left click the name, and then press “Remove”.
Once done you have made your edits you will need to press “OK”, and then press “Save & Close” at the top of the page