Outlook Contact Group - how to avoid sending duplicated emails when recipient is on multiple distribution list within the contact group

Anonymous
2023-02-28T21:26:18+00:00

Hi MS Team,

I've created a Contact Group in Outlook, within that group there are multiple distribution lists plus individual recipient emails. For recipients that 1) belong to multiple distribution lists, or 2) belong to a distribution list but also have their individual email listed, would they receive multiple emails or just 1?

Thanks : )

Sam

Outlook | Windows | Classic Outlook for Windows | For home

Locked Question. This question was migrated from the Microsoft Support Community. You can vote on whether it's helpful, but you can't add comments or replies or follow the question.

0 comments
Answer accepted by question author
Anonymous
2023-03-01T01:58:49+00:00

Dear Sam CJ,

Good day!

Thank you for posting to Microsoft Community. I am glad to assist you.

As per the description you have shared, I understand that you want to clarify about sending duplicated emails when recipient is on multiple distribution list within the contact group.

For your question #1 "For recipients that belong to multiple distribution lists, would they receive multiple emails or just 1?"

I have been testing your query from my side, based on my test result, for recipients that belong to multiple distribution lists, they will receive just one email. Because Exchange expands and examines recipient addresses while emails are on transit, when a duplicate recipient address is detected, Exchange sends only one e-mail message to that recipient. You can refer to the below test and result screenshot.

Test #1 I have created two different Distribution lists with the same two members and add these DL to contact group called Test Duplicate and add one more user, then send email to this contact group.

Image

Test Result #1 For recipients that belong to multiple distribution lists, they will receive one email.

Image

For your question #2 "For recipients that belong to a distribution list but also have their individual email listed, would they receive multiple emails or just 1?"

As I mentioned in the description above, Exchange checks the address even if the recipient is listed twice or more times in an email or even CC'd, and if a duplicate recipient address is detected, Exchange sends a single email to that recipient. You can also refer to the test result.

Image

I look forward to you update. I hope the above information will be helpful. Please feel free to let me know if there are any questions or if I've got you wrong. I will keep assisting you based on the information you provide. I sincerely appreciate your patience and cooperation.

Thanks for your precious time.

Have a nice day! 

Sincerely,

Libeamlak | Microsoft Community Moderator

Was this answer helpful?

20+ people found this answer helpful.
0 comments

6 additional answers

Sort by: Most helpful
Most helpful Newest Oldest
  1. Anonymous
    2023-12-11T19:01:36+00:00

    That is not the case for me. I am in a distribution email, I have to cc this distribution email in all my emails. I always receive a duplicate of my sent email to my inbox.

    Was this answer helpful?

    4 people found this answer helpful.
    0 comments
  2. Anonymous
    2023-03-03T05:16:04+00:00

    Dear Sam CJ,

    Good day!

    Hope you are doing great!

    Sorry to disturb. I am just following up to see if there are any questions, may I know if above reply could clarify your issue, or could you please help to confirm if anything else we may help you with? Thanks so much for your time.

    Stay safe and Healthy!

    Have a nice day!

    Sincerely,

    Libeamlak | Microsoft Community Moderator

    Was this answer helpful?

    2 people found this answer helpful.
    0 comments
  3. Anonymous
    2023-03-03T05:25:33+00:00

    Thank you so much for testing this Libeamlak! This is very helpful and I'm glad my stakeholders won't be bombarded with emails just because they belong to multiple DL!

    Thanks once again for your help : )

    Sam

    Was this answer helpful?

    1 person found this answer helpful.
    0 comments
  4. Anonymous
    2023-03-03T05:36:38+00:00

    Dear Sam CJ,

    Many thanks for your kind response,

    We are glad that your issue is resolved. please feel free to let us know if there are any questions, and if you think the above reply is useful and can help to clarify the issue, could you please help to vote or submit feedback on my reply? it helps other user who are searching for the same solution. Thanks for your support and understanding.

     For other questions, feel free to add your post in the Microsoft Community team.

    Have a nice day! 

    Sincerely,

    Libeamlak | Microsoft Community Moderator

    Was this answer helpful?

    0 comments