What an email group is and why you might want one

An email group in Outlook is a saved list of email addresses that you can send a single message to all at once, or use to sort incoming mail from multiple people into one folder. You create the group once, name it something meaningful, and then either send to that group or set up a rule so messages from those addresses land in a dedicated folder automatically.

The main reason to create a group is to reduce clutter. If you get messages from your book club members, your grandchildren, your doctor's office staff, or your volunteer coordinator and their team, you can group them together so you see all their messages in one place instead of scattered across your inbox. You can also use a group to send one email to everyone at once — say, a reminder about next month's book club meeting — without typing each address separately.

Outlook calls these groups by different names depending on which version you use: older versions call them "Distribution Lists", newer versions call them "Groups". The steps are slightly different, so this guide covers both.

Key Takeaways

  • In Outlook on the web and newer desktop versions, go to People, select New Group, add members by typing their email addresses, and give the group a name.
  • In older Outlook desktop versions, go to File > New > Distribution List, add members, and save the list with a name you choose.
  • Once you create a group, you can send one email to everyone in it by typing the group name in the To field.
  • To automatically sort incoming messages from group members into a folder, create a rule that looks for those addresses and moves matching messages to a specific folder.
  • Groups you create are stored in your Contacts, so you can edit them later by opening Contacts and selecting the group name.

Creating a group in Outlook on the web

If you use Outlook through a web browser (outlook.office.com or outlook.com), the steps are straightforward. Click the People icon in the left sidebar — it looks like a person's head and shoulders. At the top of the People section, you will see a button that says "New Group" or a plus sign. Click it.

A form will open asking for a group name. Type something clear: "Book Club", "Grandchildren", "Doctor's Office", or "Volunteer Team" work better than "Group 1" because you will recognize it later. Below the name field, you will see a box to add members. Start typing the first person's email address or name. Outlook will show you matching contacts. Click the person you want to add. Repeat for each person in the group.

Once you have added everyone, click Create or Save. The group now appears in your Contacts. You can send an email to the whole group by typing the group name in the To field of a new message — Outlook will expand it to show all the addresses.

Creating a distribution list in Outlook desktop (2016 and newer)

If you use Outlook as a desktop process on Windows or Mac, the process depends on your version. In Outlook 2016 and newer versions, click the People icon at the bottom of the left sidebar. At the top of the People section, look for a "New Group" button or a plus sign. Click it and select "New Group".

Type a name for the group in the field that appears. Then click "Add Members" and choose "From Contacts" or "From Directory" depending on where the person's email is stored. Type each person's name or email address, click to select them, and click Add. When you have added everyone, click OK or Save.

The group is now saved in your Contacts. To send a message to everyone in the group, open a new email, type the group name in the To field, and press Enter. Outlook will expand it to show all members.

Creating a distribution list in older Outlook desktop versions (2013 and earlier)

If you use Outlook 2013 or an earlier version, the steps are different. Click File at the top left. Select New, then Distribution List. A window will open with a blank distribution list.

Click the "Select Members" button. A dialog box will appear showing your contacts. Click each person you want to add, then click the Members button to move them to the list on the right. When you have selected everyone, click OK.

Now you need to name the list. At the top of the distribution list window, you will see a field labeled "Name". Type a clear name here — "Book Club", "Family", or "Work Team". Click Save and Close. The list is now stored in your Contacts and ready to use.

Using a group to sort incoming messages into a folder

Creating a group is useful for sending, but you can also use it to organize messages you receive. To do this, you need to create a rule — an instruction that tells Outlook to move messages from certain addresses to a specific folder automatically.

First, create a folder if you do not have one already. Right-click on your Inbox (or any folder) and select "New Folder". Name it something like "Book Club Messages" or "Family". Click OK.

Now create the rule. In Outlook on the web, click Settings (the gear icon) at the top right, then "View all Outlook settings". Click Mail, then Rules. Click "Add new rule". Type a name for the rule. Under "When the message arrives", select "From" and type the name of your group. Under "Do the following", select "Move message to" and choose the folder you created. Click Save.

In Outlook desktop, click File, then Options. Click Mail, then Rules and Alerts. Click New Rule. Select "explore rule on messages I receive". Click Next. Check the box for "From people or distribution list", then click the underlined text and select your group. Click Next. Check "Move it to the specified folder", click the underlined text, and choose your folder. Click Next, then Finish.

Editing or deleting a group

If you need to add or remove people from a group later, open your Contacts. Find the group name and click it. In Outlook on the web, click "Edit" or the pencil icon. Add new members by typing their addresses, or click the X next to a name to remove them. Click Save.

In Outlook desktop, right-click the group name and select "Edit". Click "Select Members" to add or remove people. When you are done, click OK, then Save and Close.

To delete a group entirely, right-click the group name in your Contacts and select Delete. This removes the group but does not delete the individual contacts or any messages you sent to the group.

Common mistakes and how to avoid them

The most common mistake is typing a group name in the To field and having Outlook not recognize it. This usually means the group was not saved properly. Open your Contacts and check that the group appears there. If it does not, create it again. If it does appear but Outlook still does not recognize it when you type, try typing the full name exactly as it appears in Contacts.

Another mistake is forgetting to update a group when someone's email address changes or when you want to add a new person. Check your groups every few months and update them if needed. This is especially important for work groups or family groups where people may change jobs or phone numbers.

If you create a rule to sort messages from a group into a folder, but messages are not moving, check that the rule is turned on. In Outlook on the web, go to Settings > Mail > Rules and make sure the rule has a checkmark next to it. In Outlook desktop, go to File > Options > Mail > Rules and Alerts and verify the rule is listed and active.

Frequently Asked Questions

Can I send a message to a group and have it go to everyone, even if some people are not in my contacts?

Yes. When you create a group, you can add anyone by typing their email address, even if they are not saved as a contact. Once the address is in the group, you can send to the group name and the message will reach everyone in it.

What happens if I delete a group by mistake?

The group is removed from your Contacts, but the individual contacts remain, and any messages you sent to the group are still in your mailbox. You can recreate the group by adding the same people again. If you created a rule based on that group, the rule may stop working, so you will need to create a new rule with the new group.

Can I create a group that includes other groups?

In Outlook on the web and newer desktop versions, you can add a group to another group by typing the group name in the Add Members field. In older versions, this is not always possible — you may need to add individual addresses instead. Check your version's help if you are unsure.

If I send a message to a group, can the members see who else received it?

Yes. When you send to a group, all members can see the full list of addresses in the To field. If you want to hide the list, use Bcc (Blind Carbon Copy) instead of To, and type each address separately or use a feature called "Do Not Show Members" if your version supports it. Check your Outlook version's help for the exact steps.

Do I need to be connected to the internet to use a group I created?

In Outlook on the web, yes — you need an internet connection. In Outlook desktop, no — groups are stored on your computer, so you can use them offline. When you reconnect, any messages you sent will sync to your account.