How to share a spreadsheet to a distribution group?

Question

When trying to share to a distribution group, I am receiving an error message that some of the recipients are missing.

Answer 1

Hello @Em Zierden,

Based on the information you provided, I understand that you are attempting to share a file with a distribution group.

To clarify, a Distribution Group (or Distribution List) is designed primarily for sending email communications to all members of the group. It cannot be used as a permission group when sharing content from SharePoint or OneDrive.

I believe you are entering the email address of the distribution group in the sharing dialog and receiving the following error message: "We can't find some recipients. Remove the highlighted emails to share this item.". When you enter an email address, SharePoint or OneDrive validates whether the recipient is eligible to receive sharing permissions. In this case, the recipient is a Distribution Group. Since Distribution Groups are not supported for SharePoint and OneDrive sharing, the validation fails and the group cannot be added as a recipient. As a result, you will need to remove the Distribution Group from the sharing field.

According to Microsoft's documentation Compare types of groups in Microsoft 365 | Microsoft Learn, only the following group types can be used to grant access to SharePoint and OneDrive resources:

• Microsoft 365 Groups
• Security Groups
• Mail-enabled Security Groups

To share the file successfully, I recommend using one of the supported group types listed above or sharing the file directly with individual users.

I hope this information is helpful. Please let me know if you have any additional questions or concerns, and I'll be happy to assist further.

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Answer 2

Distribution lists are not a supported way to share files. That is why sharing a spreadsheet to a distribution group can fail or show that some recipients are missing.

Supported options are:

1. Share with individual users.
2. Share with a security group.
3. For SharePoint or OneDrive scenarios, use a Microsoft 365 group or a SharePoint group instead of a distribution list.

If this is Outlook on iOS or Android, sharing to distribution lists and Microsoft 365 Groups is not supported. Only individual users or security groups are supported.

If the file is in SharePoint or OneDrive and a distribution list was used, only the first user who accepts the invitation can get access. The other members will not get access through that distribution list.

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References:

• I'm getting an error when trying to share to a distribution list or a Microsoft 365 Group
• SharePoint invitation sent to a distribution list works for only one user