{"id":48082,"date":"2025-06-18T09:44:30","date_gmt":"2025-06-18T08:44:30","guid":{"rendered":"https:\/\/staging.firstware.com\/?p=48082"},"modified":"2026-04-14T12:10:23","modified_gmt":"2026-04-14T11:10:23","slug":"guest-accounts-in-distribution-lists","status":"publish","type":"post","link":"https:\/\/www.firstware.com\/en\/blog\/guest-accounts-in-distribution-lists\/","title":{"rendered":"Can guest accounts be added to distribution lists?"},"content":{"rendered":"<p>In this article, we clarify whether it is possible to add guest accounts to distribution lists. Why is this relevant for many companies? Guests are not usually part of your organization and are therefore not automatically included in distribution lists. However, in practice, external users often need to be added to distribution lists to facilitate collaboration. We look at whether this is possible and what you need to bear in mind.<\/p>\n<p><a href=\"https:\/\/firstware.com\/en\/contact\/\" target=\"_blank\" rel=\"noopener\"><button class=\"ButtonBeratung2 aligncenter\">Contact us for advice<\/button><\/a><\/p>\n<p>Note: We often hear from our customers that guest accounts can be a source of difficulty. In our series on guest accounts, we explore various challenges and solutions we\u2019ve encountered in our customer projects.<\/p>\n<p>If you&#8217;re interested, we also recommend our article <a href=\"https:\/\/www.firstware.com\/en\/blog\/unaccepted-guest-accounts\/\">\u201cWhat happens to unaccepted guest accounts in Microsoft Entra?\u201d<\/a>.<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Index<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.firstware.com\/en\/blog\/guest-accounts-in-distribution-lists\/#What-are-guest-accounts-or-guests\" >What are guest accounts or guests?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.firstware.com\/en\/blog\/guest-accounts-in-distribution-lists\/#Guest-accounts-in-distribution-lists-%E2%80%93-what-works-and-what-doesnt\" >Guest accounts in distribution lists \u2013 what works and what doesn&#8217;t<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.firstware.com\/en\/blog\/guest-accounts-in-distribution-lists\/#Are-there-different-types-of-distribution-lists\" >Are there different types of distribution lists?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.firstware.com\/en\/blog\/guest-accounts-in-distribution-lists\/#What-happens-when-a-guest-account-is-created\" >What happens when a guest account is created?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.firstware.com\/en\/blog\/guest-accounts-in-distribution-lists\/#Can-guest-accounts-be-added-to-distribution-lists\" >Can guest accounts be added to distribution lists?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.firstware.com\/en\/blog\/guest-accounts-in-distribution-lists\/#What-can-a-guest-account-do-in-a-distribution-list\" >What can a guest account do in a distribution list?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/www.firstware.com\/en\/blog\/guest-accounts-in-distribution-lists\/#How-long-do-guest-mail-user-objects-remain\" >How long do guest mail user objects remain?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/www.firstware.com\/en\/blog\/guest-accounts-in-distribution-lists\/#Where-can-guest-mail-user-objects-be-edited\" >Where can guest mail user objects be edited?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/www.firstware.com\/en\/blog\/guest-accounts-in-distribution-lists\/#How-long-does-it-take-for-a-guest-to-appear-in-Exchange-Online\" >How long does it take for a guest to appear in Exchange Online?<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/www.firstware.com\/en\/blog\/guest-accounts-in-distribution-lists\/#How-our-IDM-Portal-supports-you\" >How our IDM-Portal supports you<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/www.firstware.com\/en\/blog\/guest-accounts-in-distribution-lists\/#Summary\" >Summary<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/www.firstware.com\/en\/blog\/guest-accounts-in-distribution-lists\/#More-about-the-FirstWare-IDM-Portal\" >More about the FirstWare IDM-Portal<\/a><\/li><\/ul><\/nav><\/div>\n\n<h2><span class=\"ez-toc-section\" id=\"What-are-guest-accounts-or-guests\"><\/span>What are guest accounts or guests?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Guest accounts in Microsoft Entra ID are special technical user accounts that are used to give external persons (\u201cguests\u201d) \u2013 i.e., users who do not belong to your organization \u2013 access to selected company resources. Of course, this is done in a controlled manner and for a limited period of time.<\/p>\n<p>It is therefore not a full internal user account, but has a special status and must therefore be managed with care.<\/p>\n<p>The term \u201cguests\u201d is more suitable for describing the \u201cexternal user group\u201d as a whole. We are referring to the technical component, i.e., the guest accounts behind it, which are relevant for IT.<\/p>\n<p>Microsoft distinguishes between three categories of guest accounts:<\/p>\n<table style=\"border-collapse: collapse; width: 100%; height: 120px;\">\n<tbody>\n<tr style=\"height: 24px;\">\n<td style=\"width: 14.0116%; height: 24px;\"><strong>Typ<\/strong><\/td>\n<td style=\"width: 85.9884%; height: 24px;\"><strong>What does that mean exactly<\/strong><\/td>\n<\/tr>\n<tr style=\"height: 48px;\">\n<td style=\"width: 14.0116%; height: 48px;\"><strong>External guest<\/strong><\/td>\n<td style=\"width: 85.9884%; height: 48px;\">External users with accounts in another Entra organization or with an external identity provider. They receive guest permissions in the resource organization, and the user object has the type \u201cGuest.\u201d<\/td>\n<\/tr>\n<tr style=\"height: 24px;\">\n<td style=\"width: 14.0116%; height: 24px;\"><strong>External member<\/strong><\/td>\n<td style=\"width: 85.9884%; height: 24px;\">External users with member permissions in their own organization (e.g., in multi-client capable corporations).<\/td>\n<\/tr>\n<tr style=\"height: 24px;\">\n<td style=\"width: 14.0116%; height: 24px;\"><strong>Internal guest<\/strong><\/td>\n<td style=\"width: 85.9884%; height: 24px;\">Previously used for external users with internal login credentials. Microsoft now recommends switching these to B2B guest accounts.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>These guest accounts are created directly in Entra ID. They are managed centrally, usually via the Entra Admin Center or specialized IAM systems such as our <a href=\"https:\/\/www.firstware.com\/en\/why-idm-portal\/\">IDM-Portal<\/a>.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Guest-accounts-in-distribution-lists-%E2%80%93-what-works-and-what-doesnt\"><\/span>Guest accounts in distribution lists \u2013 what works and what doesn&#8217;t<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"Are-there-different-types-of-distribution-lists\"><\/span>Are there different types of distribution lists?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Yes, there is a significant difference between distribution lists in Exchange Online and distribution lists in Microsoft Entra ID.<\/p>\n<ul class=\"marker:text-textOff list-disc\">\n<li>\n<p class=\"my-0\"><strong>Exchange distribution lists <\/strong>are specifically designed for sending email to multiple recipients and are configured in the Exchange management area.<\/p>\n<\/li>\n<li>\n<p class=\"my-0\"><strong>Entra ID <\/strong>does not use traditional distribution lists like Exchange, but instead offers security groups and M365 groups that are used for access control and collaboration. M365 groups are email-enabled, but they are not the same as traditional Exchange distribution groups.<\/p>\n<\/li>\n<\/ul>\n<p class=\"my-0\">That is why we will now take a closer look at the Exchange distribution lists.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"What-happens-when-a-guest-account-is-created\"><\/span>What happens when a guest account is created?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>After a guest account is created in Entra ID, a background process in Exchange Online creates a special email user object with the setting \u201cRecipientTypeDetails\u201d = \u201cGuestMailUser\u201d based on the properties of the guest account.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Can-guest-accounts-be-added-to-distribution-lists\"><\/span>Can guest accounts be added to distribution lists?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>To avoid further suspense, let&#8217;s clarify:<\/p>\n<p>\u2705 Yes, it is possible to add guest accounts to distribution lists.<\/p>\n<p>Since guest mail users have a valid and accessible email address, they can receive emails and can therefore be added to distribution lists.<\/p>\n<p>Please also refer to the <a href=\"https:\/\/learn.microsoft.com\/en-us\/exchange\/recipients-in-exchange-online\/manage-distribution-groups\/manage-distribution-groups\" target=\"_blank\" rel=\"noopener\">Microsoft documentation<\/a>, which describes that any email address (including external ones) can be added as a member.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"What-can-a-guest-account-do-in-a-distribution-list\"><\/span>What can a guest account do in a distribution list?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>The email user object enables the following:<\/p>\n<ul>\n<li>Emails are forwarded to guest accounts.<\/li>\n<li>Guest accounts are displayed in the GAL and other Exchange address lists.<\/li>\n<li>Guest members of Outlook groups can participate in group conversations via email.<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"How-long-do-guest-mail-user-objects-remain\"><\/span>How long do guest mail user objects remain?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Guest mail user objects remain in the Exchange directory until the associated guest accounts are removed from Entra ID.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Where-can-guest-mail-user-objects-be-edited\"><\/span>Where can guest mail user objects be edited?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Although you can view guest mail user objects through the Exchange admin center, you cannot update their properties through the GUI. Changes must be made through the Azure AD admin center or using a Graph API (including the Microsoft Graph PowerShell SDK cmdlets) on the guest account. You can update the Exchange-specific properties using the Set-MailUser cmdlet.<\/p>\n<p>You can find a lot of important information on this topic in the following article <a href=\"https:\/\/office365itpros.com\/2023\/03\/02\/mail-contacts-vs-guest-accounts\/#:~:text=Because%20the%20guest%20mail%20users,the%20object%20with%20Get%2DMailUser\" target=\"_blank\" rel=\"noopener\">Comparing Entra ID Guest Accounts and Exchange Online Mail Contacts<\/a>.\u00a0This article compares Exchange Online email contacts and Azure AD guest accounts and explores whether email contact tenants should switch to guest accounts.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"How-long-does-it-take-for-a-guest-to-appear-in-Exchange-Online\"><\/span>How long does it take for a guest to appear in Exchange Online?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>A guest from Entra will not appear in Exchange Online immediately. Usually, the user is mail-enabled via an automatic process. This takes approx. 24 hours, or longer in individual cases. The guest must have a valid SMTP address. If this takes too long, you can start the enabling process manually via PowerShell.<\/p>\n<table style=\"border-collapse: collapse; width: 100%; height: 144px;\">\n<tbody>\n<tr style=\"height: 24px;\">\n<td style=\"width: 50%; height: 24px;\"><strong>Topic<\/strong><\/td>\n<td style=\"width: 50%; height: 24px;\"><strong>Status<\/strong><\/td>\n<\/tr>\n<tr style=\"height: 24px;\">\n<td style=\"width: 50%; height: 24px;\">Automatic mail enablement provided?<\/td>\n<td style=\"width: 50%; height: 24px;\">\u2705 Yes<\/td>\n<\/tr>\n<tr style=\"height: 24px;\">\n<td style=\"width: 50%; height: 24px;\">Within 24h?<\/td>\n<td style=\"width: 50%; height: 24px;\">\u26a0\ufe0f Usually yes, but not guaranteed<\/td>\n<\/tr>\n<tr style=\"height: 24px;\">\n<td style=\"width: 50%; height: 24px;\">Technical requirements<\/td>\n<td style=\"width: 50%; height: 24px;\">Guest must have a valid SMTP address<\/td>\n<\/tr>\n<tr style=\"height: 24px;\">\n<td style=\"width: 50%; height: 24px;\">Can it be enforced manually?<\/td>\n<td style=\"width: 50%; height: 24px;\">\u00a0\u2705 Yes, with PowerShell<\/td>\n<\/tr>\n<tr style=\"height: 24px;\">\n<td style=\"width: 50%; height: 24px;\">Can it be used in DL\/M365 after enabling?<\/td>\n<td style=\"width: 50%; height: 24px;\">\u2705 Yes (if email-enabled)<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h2><span class=\"ez-toc-section\" id=\"How-our-IDM-Portal-supports-you\"><\/span>How our IDM-Portal supports you<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>With the <a href=\"https:\/\/www.firstware.com\/en\/why-idm-portal\/\">IDM-Portal<\/a> from FirstAttribute, you can manage your entire identity and access management via a single portal. An essential element of this are users and groups in Entra ID as well as in Active Directory. For example, you can use the IDM-Portal to:<\/p>\n<ul>\n<li>create and maintain guests in Entra ID,<\/li>\n<li>create Entra groups,<\/li>\n<li>add and remove group members in M365 and security groups<\/li>\n<\/ul>\n<p>You have the option of doing this from both a group perspective and an individual user perspective.<\/p>\n<p><a href=\"https:\/\/firstware.com\/wp-content\/uploads\/2025\/12\/Manage-Entra-groups-with-IDM-Portal-2.gif\" data-rel=\"lightbox-image-0\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\"><img decoding=\"async\" class=\"alignnone size-full wp-image-49140\" src=\"https:\/\/firstware.com\/wp-content\/uploads\/2025\/12\/Manage-Entra-groups-with-IDM-Portal-2.gif\" alt=\"The IDM-Portal allows you to manage Entra ID groups and AD groups via a single interface. Guest accounts in Entra ID can also be created and maintained via the IDM-Portal.\n\n\" width=\"1420\" height=\"826\" \/><\/a><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Summary\"><\/span>Summary<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Guest accounts can be added to distribution lists in Microsoft Entra ID and Exchange Online as \u201cGuestMailUser\u201d objects. This allows external partners to participate in email exchanges within the organization. A real advantage is that it facilitates collaboration across organizational boundaries.<\/p>\n<p>It is important that guest accounts are actively managed to ensure security and clarity. Changes to guest accounts are best made centrally via the Entra Admin Center or with appropriate PowerShell cmdlets. This keeps collaboration flexible without compromising security and control.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"More-about-the-FirstWare-IDM-Portal\"><\/span>More about the FirstWare IDM-Portal<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><img decoding=\"async\" class=\"alignleft wp-image-36704\" title=\"IDM-Portal Hybrid IAM solution\" src=\"https:\/\/firstware.com\/wp-content\/uploads\/2021\/08\/IDM-Portal-Hybrid-IAM-Loesung-1.png\" alt=\"IDM-Portal Hybrid IAM solution\" width=\"238\" height=\"199\" srcset=\"https:\/\/www.firstware.com\/wp-content\/uploads\/2021\/08\/IDM-Portal-Hybrid-IAM-Loesung-1.png 453w, https:\/\/www.firstware.com\/wp-content\/uploads\/2021\/08\/IDM-Portal-Hybrid-IAM-Loesung-1-300x250.png 300w\" sizes=\"(max-width: 238px) 100vw, 238px\" \/><a href=\"https:\/\/firstware.com\/en\/\">FirstWare IDM-Portal<\/a> by FirstAttribute is an integrated Identity and Access Management (IAM) solution that enables automated user and permissions management, whether on-premises or in the cloud.<\/p>\n<p>This portal integrates all facets of identity and access management and provides centralized access to identity and directory services.<\/p>\n<p><a href=\"https:\/\/firstware.com\/en\/contact\/\" target=\"_blank\" rel=\"noopener\"><button class=\"ButtonBeratung aligncenter\">Get in touch<\/button><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>In this article, we clarify whether it is possible to add guest accounts to distribution lists. Why is this relevant [&hellip;]<\/p>\n","protected":false},"author":11,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"footnotes":""},"categories":[1839],"tags":[2020,1972],"class_list":["post-48082","post","type-post","status-publish","format-standard","hentry","category-identity-management-en","tag-guest","tag-guest-accounts"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Can guest accounts be added to distribution lists? - FirstWare IDM-Portal<\/title>\n<meta name=\"description\" content=\"Guest accounts in distribution lists make sense for collaborating with external partners. 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