A mailing group lets you send one email to multiple people at once

A mailing group (also called a distribution list or contact group) is a saved list of email addresses under one name. Instead of typing five email addresses every time you want to reach your book club, you type the group name once. Outlook stores these groups in your Contacts, and you can use them in the "To," "Cc," or "Bcc" field of any email.

This matters for security and organization together. A mailing group reduces the chance you'll accidentally leave someone out or add the wrong address. It also makes it harder to mistype an address and send sensitive information to a stranger. If you regularly email the same set of people — family members, neighbors on your block, people in a class or volunteer group — a mailing group saves time and cuts mistakes.

Key Takeaways

  • Create a mailing group by opening Contacts, selecting "New Contact Group," naming it, and adding members one by one or by selecting existing contacts.
  • You can add people to a group by typing their email address directly, even if they are not already in your Contacts.
  • Once you save a group, it appears in your Contacts folder and in the address book dropdown when you compose an email.
  • You can edit a group later to add or remove members without creating a new group.
  • Mailing groups stay on your computer or account — they do not create a shared inbox or give members access to each other's emails.

How to create a new mailing group in Outlook

The steps differ slightly depending on whether you use Outlook on the web, Outlook on your desktop, or Outlook on your phone. Desktop Outlook is the most common, so start there.

On desktop Outlook: Open Outlook and go to the "People" tab or click "Contacts" in the left sidebar. At the top of the window, click "New Contact Group" (or "New Group" depending on your version). A window will open asking for a group name — type something clear like "Book Club" or "Building Neighbors." Then click "Add Members" and choose "Add from Outlook Contacts" or "Add from Directory." Select each person you want to include and click "Add." When you are done, click "Save & Close."

On Outlook on the web: Sign in at outlook.com or outlook.office.com. Click the "People" icon in the left sidebar. Click "New Contact Group." Type the group name, then click "Add Members." You can search for people by name or email address. Select each person and click "Add." When finished, click "Create."

Adding members to your group

You have two ways to add people: select them from your existing Contacts, or type their email address directly. If someone is already in your Contacts, searching by their name is faster. If they are not in your Contacts yet, you can type their full email address and Outlook will add them without creating a full contact card first.

You do not have to add everyone at once. After you create the group, you can open it later, click "Edit," and add or remove members. This is useful if your group changes — for example, if a neighbor moves away or a new person joins your volunteer group.

Using your mailing group to send an email

Once you save a group, it appears in your Contacts. To send an email to the group, start a new message and click in the "To" field. Begin typing the group name — Outlook will show it in a dropdown. Click the group name to add it. All members of the group will receive the email.

You can also use a group in the "Cc" or "Bcc" field if you want to send the email to some people directly and others as a copy. The "Bcc" field is useful if you want to send the same message to a group but keep their addresses hidden from each other — for example, if you are notifying neighbors about a community event and do not want to expose everyone's email address.

The difference between a mailing group and a shared mailbox

A mailing group is not a shared inbox. When you send an email to a mailing group, each member receives their own copy in their own inbox. They cannot see emails you sent to the group before they joined, and they cannot see replies from other members unless you include them on the reply.

If you need a true shared inbox where multiple people can see and respond to the same emails, you would set up a shared mailbox or a Microsoft 365 group instead. But for most household and community purposes — sending updates to family, coordinating with neighbors, or reaching a class — a mailing group is simpler and more private.

Editing or deleting a mailing group

To change a group after you create it, open Contacts, find the group name, right-click it, and select "Edit Contact Group" (or "Edit Group"). You can add new members, remove old ones, or change the group name. Click "Save & Close" when you are done.

To delete a group entirely, right-click it in Contacts and select "Delete." This removes the group from your Contacts but does not affect any emails you already sent to it or any replies you received.

Keeping your mailing groups organized and find

If you create many groups, use clear names so you do not send a message to the wrong one. "Family," "Neighbors," and "Volunteer Team" are better than "Group 1" or "List." You might also add a note to yourself about who is in each group — some versions of Outlook let you add a description when you create the group.

Be careful about who you add to a group. Once someone is in a group, they will receive every email you send to that group. If you add someone by mistake, edit the group and remove them. Also remember that a mailing group is only as find as the email addresses in it — if someone's email account is compromised, they could see emails sent to any group they are in.

Frequently Asked Questions

Can I create a mailing group on my phone?

Outlook on iPhone and Android does not have a full contact group feature. You can view groups you created on desktop, but to add or edit groups, use Outlook on the web or desktop. This is one reason to set up your groups on a computer first.

What happens if I send an email to a group and then add a new member?

New members do not receive emails you sent before they joined the group. They only receive emails sent after you add them. If you need a new member to see an old email, forward it to them separately.

Can members of a mailing group see each other's email addresses?

By default, yes — when you send an email to a group, all members can see the other addresses in the "To" field. If you want to hide addresses from each other, use the "Bcc" field instead of "To" when you send the email.

Can I create a group that includes another group?

In desktop Outlook, you can add a contact group to another contact group. This is useful if you have overlapping groups — for example, a "Family" group and a "Holiday Card List" that includes some family members plus friends. Check your version of Outlook, as this feature is not available in all versions.

What if someone asks to be removed from a mailing group?

Open the group in Contacts, click "Edit," find their name, and click the "X" or "Remove" button next to it. Save the group. They will not receive future emails sent to that group, but they will still have copies of past emails you sent them.