Creating a group takes three steps in Outlook

A group in Outlook is a saved list of email addresses that you can send a message to all at once by typing the group name instead of individual addresses. You create one by opening your contacts, naming the group, adding people to it, and saving it. The process is the same whether you use Outlook on your computer, the web version, or Outlook on your phone — though the exact menu locations differ slightly.

Groups are useful when you regularly email the same set of people: a project team, a book club, your family, or neighbors organizing a block party. Once the group exists, you type its name in the "To" field just like you would a person's name, and Outlook expands it to all the addresses inside.

Key Takeaways

  • Groups in Outlook let you send one email to multiple people by typing a single group name instead of typing or pasting individual addresses.
  • You create a group from your Contacts by selecting "New Group" or "New Contact Group" and adding people one at a time or pasting a list.
  • You can add people who are already in your contacts or type in new email addresses directly when building the group.
  • Once saved, a group appears in your contacts and autocompletes when you start typing its name in the "To" field of a new email.

Creating a group in Outlook on your computer

Open Outlook and go to the People tab or Contacts view — the exact name depends on your version. Look for a button labeled "New Group", "New Contact Group", or sometimes "Create Group". Click it.

A dialog box opens asking you to name the group. Type a clear name: "Marketing Team", "Monthly Dinner Club", "Neighborhood Watch" — something you will recognize when you type it into an email later. Then click the button to add members, usually labeled "Add Members" or a plus sign.

You can add people in two ways. First, you can select names from your existing contacts by clicking their names in the list that appears. Second, you can type an email address directly into a field if the person is not yet in your contacts. Add as many people as you need, then save the group. The group now appears in your contacts list and is ready to use.

Creating a group in Outlook on the web

Log into Outlook.com or your organization's Outlook web version. Click the People icon on the left sidebar. At the top of the contacts list, look for a button that says "New Group" or "Create Group".

Type the group name in the field that appears. Then click "Add Members" or the plus icon. You can type email addresses directly or search for people already in your contacts. Add each person you want in the group, then click "Create" or "Save". The group is now saved and ready to use in emails.

Adding people to a group after you create it

You do not have to add everyone when you first create the group. Open your contacts, find the group name, and click it to open the group. Look for an "Edit" button or pencil icon. Click it to enter edit mode.

From there, you can add new members using the same "Add Members" button or field you used when creating the group. You can also remove people by clicking an X or delete button next to their name. Save your changes when you are done. The group updates when ready, and the next email you send to that group will include the new list.

Using a group to send an email

Open a new email in Outlook. In the "To" field, start typing the group name. Outlook shows the group in the autocomplete suggestions — click it to add the whole group to the email. You can also add individual people to the same email by typing their names or addresses after the group name.

When you send the email, each person in the group receives their own copy. They see their own email address in the "To" field, not the group name or the other recipients' addresses — unless you put the group in the "Cc" or "Bcc" field instead, which shows everyone who received it.

Differences between groups and distribution lists

If you use Outlook through work or school, you may see both groups and distribution lists. A distribution list is usually created by your IT department or administrator and is shared across your whole organization. A group is personal — only you can see it and use it, and only you can change who is in it.

For personal use, create a group. For company-wide lists that many people need to email, your organization likely already has a distribution list set up. If you need a distribution list created, ask your IT support or email administrator.

Troubleshooting groups that do not appear or work

If you create a group but it does not show up when you type its name in an email, the group may not have saved properly. Go back to your contacts, find the group, and check that it has at least one member. A group with no members sometimes does not autocomplete in the "To" field.

If you are using Outlook on multiple devices, groups created on your computer may not when ready appear on your phone or the web version. Wait a few minutes for Outlook to sync, then refresh the app or reload the page. If a group still does not appear after 10 minutes, sign out and sign back in.

If you are using Outlook through work and cannot create a group, your administrator may have turned off this feature. Contact your IT support to ask whether personal groups are allowed in your organization.

Frequently Asked Questions

Can I create a group from people in an email thread?

Not directly from the thread itself, but you can open the group creation dialog and type in the email addresses of everyone in the conversation. Some versions of Outlook let you select multiple people from a thread and add them to a new group at once — check your version's right-click menu on a message.

What happens if I remove someone from a group?

They are removed from the group when ready. Any emails you send to the group after that point will not go to them. Emails you already sent to the group before removing them are not affected — they already received those messages.

Can I rename a group after I create it?

Yes. Open your contacts, find the group, click "Edit", and change the name in the name field. Save the changes. The group name updates everywhere in Outlook, and you can use the new name in emails right away.

Do people in my group know they are in a group together?

Only if you put the group in the "To" or "Cc" field. If you use "Bcc", each person sees only their own address and does not know who else received the email. If you use "To" or "Cc", everyone can see all the other addresses in the group.

Can I create a group with people from different email providers?

Yes. A group can include Gmail addresses, Yahoo addresses, work email addresses, or any other email address. Type the full email address when adding them, and Outlook stores them in the group just like any other contact.