Open the distribution list and click Edit Members

A distribution list in Outlook is a group of email addresses saved under one name, so you can send a message to everyone at once instead of typing each address. To add people to an existing list, open Outlook and go to your Contacts or People view. Find the distribution list by name, double-click it to open it, then look for an Edit Members or Edit Group button — the exact label depends on your Outlook version and whether you use Outlook desktop, Outlook on the web, or Outlook in Microsoft 365.

If you cannot find the button in the main window, check the ribbon at the top of the screen. In Outlook desktop, it usually appears under the Contact or Group tab. In Outlook on the web, it is often a pencil icon or an Edit link near the top right.

Key Takeaways

  • Distribution lists are stored in your Contacts, and you open them by double-clicking the list name, then clicking Edit Members or Edit Group.
  • You add members by typing an email address or name into the member field, then clicking Add or a plus icon to confirm each person.
  • You can remove someone by selecting their name in the member list and clicking Remove or Delete.
  • Changes save when you click OK or Save at the bottom of the dialog — if you close without saving, the changes are lost.
  • Distribution lists work the same way whether you use Outlook desktop, Outlook on the web, or Microsoft 365, though button locations vary slightly.

Type the name or email address in the Add Member field

Once the Edit Members window is open, you will see a field or box where you can type. This is where you enter the email address or name of the person you want to add. Start typing the person's name or their full email address — Outlook will usually show you matching contacts as you type, and you can click the match to select it instead of typing the whole address.

If the person is already in your Outlook contacts, their name will appear in the dropdown list. If they are not in your contacts yet, you can still type their full email address directly. Either way, the address will be added to the list once you confirm it.

Click Add or the plus icon to confirm each member

After you type a name or email address, look for an Add button or a plus icon (+) next to the field. Click it to add that person to the distribution list. The person's name or email will then appear in the member list below, showing everyone currently in the group.

Repeat this step for each person you want to add. There is no limit to how many members a distribution list can hold, so add as many as you need. If you make a mistake and add the wrong person, you can remove them by selecting their name in the member list and clicking Remove or Delete.

Save your changes by clicking OK or Save

Once you have added all the members you want, look for an OK or Save button at the bottom of the dialog window. Click it to save the distribution list with the new members. If you close the window without clicking OK or Save, your changes will be lost and the list will remain unchanged.

After you save, the distribution list is updated and ready to use. The next time you start a new email and type the distribution list name in the To field, all the members you added will receive the message.

Remove members by selecting their name and clicking Delete

If you need to remove someone from the distribution list, open the list again by double-clicking it in your Contacts and clicking Edit Members. Find the person's name in the member list, click to select it, then click the Remove or Delete button. The person will disappear from the list when ready.

You can remove multiple people at once by holding Ctrl (or Cmd on Mac) and clicking each name, then clicking Remove. After you remove everyone you want to remove, click OK or Save to confirm the changes.

Check your work by sending a test email to the list

After you add members and save the list, send yourself a test email to make sure everyone was added correctly. Start a new email, type the distribution list name in the To field, and click it when it appears in the dropdown. Outlook will expand the list and show you all the member addresses. If someone is missing or someone who should not be there is listed, go back and edit the list again.

This step catches mistakes before you send an important message to the wrong group. It also confirms that the list is working and that all the email addresses are valid.

Frequently Asked Questions

Can I add someone to a distribution list if they are not in my contacts?

Yes. You can type their full email address directly into the Add Member field, even if they do not appear in your contacts. Outlook will accept any valid email address and add it to the list.

What is the difference between a distribution list and a contact group?

In Outlook, these terms mean the same thing. A distribution list and a contact group are both groups of email addresses saved under one name. The terminology varies depending on your Outlook version, but they work identically.

Can I add another distribution list to a distribution list?

Yes, you can add a distribution list as a member of another distribution list. This is called nesting. When you send an email to the outer list, it goes to everyone in both lists. Be careful not to create a loop where List A contains List B and List B contains List A, as this can cause delivery problems.

Do changes to a distribution list happen when ready?

Yes, once you click OK or Save, the changes take effect right away. Anyone you added will receive the next email you send to that list, and anyone you removed will not receive it.

Can I add members to a distribution list on my phone?

Outlook mobile apps do not allow you to edit distribution lists. You must use Outlook on the web or Outlook desktop to add or remove members. Open Outlook on the web in your phone's browser if you need to make changes while away from your computer.