How to Send Previous Emails and Meetings to a New Distribution List Member
Question details
The user needs to send already-sent training emails and calendar invitations to a new employee who was recently added to an existing distribution list.
- Product
- Email Client
- Device & OS
- not provided
- Scenario
- A new employee joined a team and needs access to previously distributed onboarding materials and upcoming meeting invites.
- Observed behavior
- Exchange does not automatically send past messages or meetings to newly added members of a distribution list.
Ensure you have the new team member's direct email address handy and that you are the organizer of the calendar events you need to update.
Forward Meeting Invitations to the New Attendee
Add the new member to the existing calendar event and send an update without notifying everyone else on the list.
By default, modifying a meeting can send an update to all attendees. It is critical to select the correct prompt option so that only the newly added employee receives the notification.
Navigate to your calendar and double-click the original meeting event you wish to share to open the event details.
In the 'To' or 'Attendees' field, manually type the email address of the newly added distribution list member.
Click the 'Send Update' button. When the prompt appears, carefully select 'Send updates only to added or changed attendees'.
Manually Forward Previous Emails
Since Exchange cannot automatically resend previous messages, you must forward the relevant emails manually from your Sent Items.
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Frequently Asked Questions
Can Exchange automatically send past emails to new distribution list members?
No, Microsoft Exchange does not have an administrator setting to retroactively send past emails to a newly added distribution list member. Past communications must be forwarded manually.
Will the whole group be notified if I add a new member to an existing meeting?
Not if you select the correct option. When saving the updated meeting after adding the new attendee, you will be prompted. Always choose 'Send updates only to added or changed attendees' to prevent spamming the group.
Is there a better way to share past team emails with new hires?
For ongoing access to historical team emails and resources, consider using shared mailboxes, public folders, or a team collaboration workspace instead of relying solely on standard email distribution lists.
