What a distribution list does in Gmail
Gmail does not have a built-in feature called a "distribution list," but it offers two ways to send one email to multiple people at once without typing each address. The first is contact groups, which let you save a set of email addresses under one name — so instead of typing five addresses, you type one group name. The second is email labels, which organize messages but do not send to groups. Most people looking for a distribution list actually want contact groups.
Contact groups work like this: you create a group, add people to it, and then when you compose an email, you type the group name in the "To" field just as you would type a single address. Gmail expands it to all members when you send. This saves time if you regularly email the same set of people — a project team, a book club, a family branch.
The limitation to know: contact groups in Gmail are stored in your Google Contacts, not on Gmail's servers. If you switch devices or browsers, you can still access them because they live in your Google account. But if someone else uses your Gmail account, they see your groups. And if you delete a contact, it removes that person from all your groups.
Key Takeaways
- Contact groups in Gmail let you type one name instead of multiple email addresses when sending to the same set of people repeatedly.
- You create and manage contact groups in Google Contacts, not inside Gmail itself, though you use them directly in Gmail's compose window.
- Adding someone to a group does not send them a notification — the group exists only on your account.
- You can edit a group at any time to add or remove people, and the change takes effect the next time you use that group name.
How to create a contact group in Google Contacts
Open Google Contacts in a new tab by going to contacts.google.com. You can also reach it from Gmail by clicking the Google apps menu (the grid icon in the top right) and selecting Contacts. Sign in with the same Google account you use for Gmail.
On the left side of the Contacts page, look for a section labeled "Labels" or "Groups." Click the plus icon or the text that says "Create label" or "Create group" — the exact wording varies depending on your account region. A box will appear asking you to name the group. Type a clear name like "Project Team" or "Monthly Dinner Group." Avoid special characters and keep it short enough to type easily. Click Create or press Enter.
The group now exists but is empty. You will see it listed on the left side. The next step is to add people to it.
Adding people to your group
In Google Contacts, find a person you want to add to the group. You can search for them using the search bar at the top, or scroll through your existing contacts. Click on their name to open their contact card.
Look for a label or group icon on the contact card — it usually appears as a tag or folder symbol. Click it and select the group you just created from the dropdown list. The contact is now part of that group. Repeat this for each person you want to add. There is no limit to how many people can be in a group, though very large groups (over 100 people) may take a moment to expand when you send.
If you have not created contacts for some of the people yet, create them first. Click "Create contact" at the top of Google Contacts, fill in their name and email address, and save. Then add them to your group using the same method.
Using your group in Gmail
Open Gmail and click "Compose" to start a new email. In the "To" field, start typing the name of your group. Gmail will show the group name as an option — it appears with a people icon next to it to show it is a group, not a single contact. Click on it to add the group.
The group name stays in the "To" field as a single entry. When you send the email, Gmail expands it to all members and sends one copy to each person. Each recipient sees only their own address in the "To" line, not the addresses of other group members — this is called a "blind copy" behavior and is standard for group sends.
You can add both individual addresses and groups to the same email. For example, you could type a group name in "To" and a single person's address in "Cc" if you want to include someone outside the group on that particular message.
Editing or removing people from a group
Go back to Google Contacts and click on the group name on the left side. You will see all members listed. To remove someone, click the three-dot menu next to their name and select "Remove from group." To add more people, click "Add members" or the plus icon, search for the contact, and select them.
Changes take effect when ready. The next time you use that group name in Gmail, it will include the updated list. You do not need to update any emails you have already sent — this only affects future messages.
If you want to delete the entire group, right-click the group name on the left side of Google Contacts and select "Delete label" or "Delete group." This removes the group but does not delete the individual contacts inside it.
Differences between contact groups and other Gmail organization tools
Contact groups are for sending. Labels in Gmail are for organizing emails you have already received — they work like folders, and you can explore multiple labels to one message. Labels do not send to groups. If you want to organize incoming mail from a team, use labels. If you want to send to a team, use contact groups.
Mailing lists are different from contact groups. A mailing list is an email address that forwards messages to a group of people — it is usually managed by an organization or email service, not by you. If your workplace or club runs a mailing list, you send to that single address and the list service handles the distribution. Contact groups are personal and live only in your Google account.
If you need to share a group with other people on your team, contact groups will not work — each person has to create their own copy. For shared group management, you would need a mailing list service or a tool like Google Groups, which is a separate product from Gmail and Contacts.
Troubleshooting common problems
If you type a group name in the "To" field and it does not appear as an option, the group may not be saved yet. Go back to Google Contacts, confirm the group exists on the left side, and try again. Sometimes Gmail's autocomplete takes a moment to catch up.
If someone says they did not receive an email you sent to a group, check Google Contacts to confirm they are still in the group. Also ask them to check their spam folder — group emails sometimes trigger spam filters if the group is large or if the message contains links. You can also test the group by sending a message to just one member first to confirm the address is correct.
If you are on a shared computer or account, remember that contact groups are visible to anyone who accesses that Google account. If privacy is a concern, use a personal account for sensitive groups.
Frequently Asked Questions
Do people in my group get notified when I add them?
No. Adding someone to a contact group does not send them any message or notification. The group exists only in your Google account. They will only know they are in a group if you tell them or if they receive an email you sent to the group.
Can I create a group of groups?
No. Contact groups in Gmail cannot contain other groups — only individual contacts. If you need to send to overlapping sets of people, create separate groups for each set and add people to multiple groups as needed.
What happens if I delete a contact who is in a group?
Deleting a contact removes them from all groups automatically. If you want to keep the contact but remove them from a specific group, go to Google Contacts, open the group, and remove them from that group only — do not delete the contact itself.
Can I use contact groups on my phone?
Yes. The Gmail app on Android and iPhone lets you use contact groups when you compose an email. Open Gmail, tap Compose, tap the "To" field, and type the group name — it will appear as an option. You manage the groups themselves in Google Contacts on your phone using the same steps as on a computer.
Is there a limit to how many groups I can create?
No. You can create as many contact groups as you need. There is no stated limit from Google, though very large numbers of groups may slow down your Contacts page slightly.