In a previous blog post (link here), we explored how to use PowerShell to manage Office 365 distribution groups efficiently. Today, we are excited to present an updated PowerShell script that enhances the distribution group management process even further. This new script allows us to connect to Exchange Online, retrieve detailed information about distribution groups and their members, and export the data to CSV files for easy analysis and documentation.

Prerequisites

Before diving into the script, ensure you have the following prerequisites:

1. An Office 365 account with administrative access.
2. PowerShell with the Exchange Online PowerShell module installed.

The Updated Script

# Connect to Exchange Online
Connect-ExchangeOnline -UserPrincipalName admin@yourdomain.co.za

# Define CSV file paths for export
$CSVPath = "C:\O365\DistributionGroupMembers.csv"
$CSVPath1 = "C:\O365\DistributionGroup.csv"

# Get all Office 365 Distribution Groups
$O365DistGroups = Get-DistributionGroup

# Export distribution groups' information to CSV
$O365DistGroups | Select-Object DisplayName, WindowsEmailAddress, Description | Export-Csv $CSVPath1

# Loop through each distribution group and retrieve group members
ForEach ($Group in $O365DistGroups) {
    # Get Group Members and export to CSV
    Get-DistributionGroupMember –Identity $Group.PrimarySmtpAddress | 
    Select-Object @{Name="Group Name";Expression={$Group.DisplayName}},
    @{Name="User Name";Expression={$_.DisplayName}}, PrimarySmtpAddress | 
    Export-CSV $CSVPath -NoTypeInformation -Append
}

# Disconnect from Exchange Online
Disconnect-ExchangeOnline

How the Script Works

1. Connect to Exchange Online: We start by connecting to Exchange Online using the Connect-ExchangeOnline cmdlet. The -UserPrincipalName parameter specifies the administrative account we will use for the connection.
2. Export Distribution Group Information: Next, the script retrieves all Office 365 distribution groups using Get-DistributionGroup. It then selects the DisplayName, WindowsEmailAddress, and Description properties of each group and exports this information to a CSV file specified by $CSVPath1.
3. Retrieve Group Members: Using a ForEach loop, the script iterates through each distribution group obtained in the previous step. Within the loop, it retrieves the members of each group using Get-DistributionGroupMember cmdlet. The script selects and formats the Group Name, User Name, and PrimarySmtpAddress properties of the members and exports them to the CSV file specified by $CSVPath.
4. Disconnect from Exchange Online: Finally, the script disconnects from the Exchange Online session using Disconnect-ExchangeOnline.

What the Script Exports

The script exports two CSV files containing valuable information:

1. DistributionGroup.csv: This file includes the DisplayName, WindowsEmailAddress, and Description properties of all Office 365 distribution groups. This provides an overview of the groups in your organization.
2. DistributionGroupMembers.csv: This file contains a detailed list of group members for each distribution group. It includes the Group Name (the name of the distribution group), User Name (the display name of the member), and PrimarySmtpAddress (the member’s primary email address). This data is valuable for auditing, compliance, and ensuring accurate group membership.

With this updated PowerShell script, managing Office 365 distribution groups becomes a breeze. You can easily gather and document information about distribution groups and their members, aiding in better group management and administrative tasks. Whether you need to analyze group memberships, perform audits, or update distribution lists, this script will streamline your workflow and help you maintain a well-organized Office 365 environment.

Remember, you can always find the previous version of this script in our earlier blog post (link here), and we hope this updated version enhances your Office 365 management experience. Happy scripting!