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Create a rule to automatically move messages from a distribution group

One of the featured of Microsoft 365 is to set up distribution group email addresses that automatically distribute messages to one or more people inside an organization. These are different than Shared Mailboxes because they are only used for receiving, and all replies will go from the individual's primary email address.

  1. In your Outlook mailbox, locate a message that you know was sent to the distribution group email address and right click it.
  2. In the pop-up menu select Rules
  3. Then select Always Move Messages To: <name of distribution group>


  4. In the Rules and Alerts dialog box select the folder where you want the messages moved (or create a new folder by clicking the New button)
  5. Click OK.

  6. That's it, you're done.