A group email is a saved list of addresses you can send to all at once with one click

Instead of typing or copying multiple email addresses every time you want to reach the same people, you create a group once and give it a name. When you want to email that group, you pick the name from your contacts and everyone on the list gets the message. The steps differ slightly depending on whether you use Gmail, Outlook, or Apple Mail, but the idea is the same across all three.

Group emails also help you spot scams. If you get a message that claims to be from your book club or your neighborhood association, you can check it against your actual group list to see if the sender is really part of that group or someone pretending to be.

Key Takeaways

  • In Gmail, group emails are called "contacts groups" and you create them in Google Contacts, not in Gmail itself.
  • In Outlook, group emails are called "distribution lists" on the web version and "groups" in the desktop app, and the steps differ between the two.
  • In Apple Mail, you create a group in Contacts and then use it in Mail by selecting the group name from your address book.
  • Once you create a group, you can send to everyone on it by typing the group name in the "To" field, just like you would type a single person's address.
  • Group emails are stored locally on your device in Apple Mail, but synced across devices in Gmail and Outlook if you use their web versions.

How to create a group email in Gmail

Gmail does not have a groups feature inside Gmail itself. Instead, you use Google Contacts, which is a separate tool that syncs with Gmail. Go to contacts.google.com in your web browser. On the left side, you will see a button that says "Create label" or "Create group" — the exact wording depends on your account. Click it and type a name for your group, like "Book Club" or "Neighborhood Watch".

Once you have created the group, click on it to open it. You will see an "Add members" button or a plus sign. Click that and search for each person you want to add by typing their email address or their name if they are already in your contacts. When you find the person, click their name to add them to the group. Repeat until everyone is added.

Now go back to Gmail and start a new email. In the "To" field, type the group name. Gmail will show you the group as an option. Click on it and all the addresses in that group will be added to the "To" field at once. If you add or remove people from the group later in Google Contacts, those changes will show up the next time you use the group to send an email.

How to create a group email in Outlook

The steps are different depending on whether you use Outlook on the web or the Outlook desktop app. If you use Outlook on the web (outlook.com or outlook.office.com), click the "People" icon on the left side. Then click "New contact group" or "Create group". Type a name for your group and click "Add members". Search for each person by email address or name, click their name, and then click "Add". When you are done adding people, click "Create" to save the group.

If you use the Outlook desktop app on Windows or Mac, the process is slightly different. Click "People" or "Contacts" in the left sidebar. Then go to the "Home" tab at the top and click "New Group" or "New Contact Group". Type a name for your group. Click "Add Members" and search for each person by email address or name. When you find them, click their name to add them. Click "Save" when you are done.

Once your group is created, open a new email in Outlook. In the "To" field, type the group name. Outlook will show the group as an option. Click on it and all the addresses will be added to the "To" field. If you change the group membership later, those changes will take effect the next time you send an email to that group.

How to create a group email in Apple Mail

Apple Mail uses the Contacts app to manage groups. Open the Contacts app on your Mac or iPhone. Click the plus sign (+) at the bottom left and select "New Group". Type a name for your group, like "Family" or "Work Team". Press Enter to create it.

Now click on the group name to select it. You will see an empty list. Click the plus sign (+) at the bottom right to add members. Search for each person by name or email address. When you find them, click their name to add them to the group. Repeat until everyone is added. The group is saved automatically.

Go back to Apple Mail and start a new email. In the "To" field, type the group name. Mail will show you the group as an option. Click on it and all the addresses will be added to the "To" field. If you are using Apple Mail on an iPhone or iPad, you can also click the plus sign (+) in the "To" field and select the group from your contacts.

When to use group emails instead of forwarding

Group emails are faster than forwarding a message to multiple people one at a time, but they also serve a different purpose. When you send to a group, everyone receives the same original message from you at the same time. When you forward, each person gets a message that says "forwarded from" and includes the original sender's name.

Use a group email when you want everyone to know they are part of a conversation — for example, a team announcement or a neighborhood notice. Use forwarding when you are passing along a single message and want to add your own note. Group emails also make it easier to spot scams, because you can check whether the sender is actually on your group list.

How to edit or delete a group

In Gmail, go to Google Contacts, click on the group name, and click the pencil icon to edit it. You can add or remove members, or change the group name. To delete the group, click the trash icon. The group will be deleted, but the individual contacts will remain in your address book.

In Outlook on the web, click "People", find the group, and click on it. Click "Edit group" to add or remove members or change the name. To delete the group, click the three dots (•••) and select "Delete". In the Outlook desktop app, right-click on the group name and select "Edit Group" or "Delete Group".

In Apple Mail, open Contacts, click on the group name, and click "Edit" at the top. You can add or remove members by clicking the plus or minus signs. To delete the group, right-click on it and select "Delete Group". Again, deleting the group does not delete the individual contacts.

Frequently Asked Questions

Can I send a group email to people who are not in my contacts?

No. Group emails only work with addresses you have already saved in your contacts. If you want to email someone new, add them to your contacts first, then add them to the group. After that, they will be included the next time you send to that group.

What happens if I remove someone from a group after I have already sent them an email?

Removing someone from a group does not affect emails you have already sent. It only changes who receives future emails to that group. The person will still have the old email in their inbox.

Can I create a group email on my phone?

Yes, but it depends on your email provider. In Gmail, you can create groups in the Google Contacts app on your phone. In Outlook, you can create groups in the Outlook app on iPhone or Android. In Apple Mail, you create groups in the Contacts app on your iPhone or iPad. The steps are similar to the desktop versions.

If I send an email to a group, can everyone in the group see who else is on the list?

Yes. When you send to a group, everyone who receives the email can see all the other addresses in the "To" field. If you want to hide the list, use the "Bcc" (blind carbon copy) field instead and add each person individually, or check if your email provider has a "private group" or "confidential" option.

Can I create a group that includes other groups?

This depends on your email provider. Gmail and Outlook allow you to add a group to another group in some cases, but Apple Mail does not. If you need to send to multiple overlapping groups, it is usually easier to create separate groups for each purpose rather than nesting them.