DL email access.

Question

We have a DL for whom we have just changed the owner and he was also not the member of the DL earlier. We want to give the access of all previous emails of DL to this new member/owner. How we can achieve this.

Answer 1

Hello, @Sanjay Bhakuni - admin,

Welcome to the Microsoft Q&A platform!

Based on your description, I understand that you have changed the owner of your Distribution List and that you would like to give him access to the previous emails in the list.

It has been tested that if the previous owner is not in the Member then he will not be able to receive emails sent to the Distribution List, so if you change the DL owner in this case then he will also not be able to see these emails. If you want the new DL owner to get access to all the previous emails, you can follow the steps below to choose an alternative.

1.Create a new rule on Outlook using an email account in Members to put all emails from that Distribution List in one folder. For more information on how to create this rule, you can refer to the following screenshot and this document: Manage email messages by using rules in Outlook - Microsoft Support.

2. Use the account where the rule was created to export the folder as a PST file using the “Export” feature on Outlook. For details, please refer to this document: Export emails, contacts, and calendar items to Outlook using a .pst file - Microsoft Support.

3. Use the new Distribution List owner's account to import the folder into his own mailbox for viewing using the “Import” feature on Outlook. For more, please refer to this document: Import email, contacts, and calendar from an Outlook .pst file - Microsoft Support.

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Thank you for your support and understanding.

Best,

Alex Zhang