What an Outlook Group is and why you'd use one
An Outlook Group is a shared inbox that multiple people can send to and read from using a single email address. Instead of forwarding messages to each other or copying people on every thread, everyone with access sees the same conversation in one place. Groups work inside Outlook on the web, Outlook desktop, and the Outlook mobile app — you don't need a separate tool.
Groups are useful when you manage shared responsibilities: a household coordinating bills and repairs, a small team handling customer inquiries, or a club organizing events. Everyone reads the same messages in the same order, so nobody misses context or duplicates work. You can also use a Group to organize your own email by creating one for a specific project or topic, then forwarding related messages there.
The process differs slightly depending on whether you use Outlook on the web (the browser version) or the desktop app, but both take about five minutes. You'll need a Microsoft account and permission to create groups in your organization — most personal accounts have this by default.
Key Takeaways
- Outlook Groups create a shared inbox with a single email address that multiple people can access and send messages to.
- You create a Group through Outlook on the web by going to Groups, selecting New Group, and filling in a name, description, and privacy setting.
- After creating the Group, you add members by typing their email addresses, and they receive an invitation to join.
- Group conversations appear in everyone's inbox the same way, so all members see the same message history and can reply without forwarding.
- You can delete a Group at any time, but this removes it for everyone and cannot be undone.
Creating a Group in Outlook on the web
Open Outlook in your web browser and sign in with your Microsoft account. Look for the word "Groups" in the left sidebar — it appears below your folder list. Click on "Groups" to open the Groups panel.
Click the button labeled "New Group" or the plus icon next to "Groups". A form will appear asking for a group name, description, and privacy setting. The name is what appears in your inbox and in the email address — for example, a group named "Household Bills" gets the address household-bills@outlook.com or similar, depending on your domain. Keep the name short and clear so people recognize it.
The description is optional but helpful: write a sentence or two explaining what the group is for, such as "Coordinating rent, utilities, and shared household expenses." This description appears when people are invited and helps them understand whether they should join.
For privacy, choose between "Public" (anyone in your organization can find and join) or "Private" (only people you invite can join). Most groups are Private unless you're creating something open to a whole department or community. Click "Create" when you're done.
Adding members to your Group
After creating the Group, you'll see an option to add members. Click "Add Members" or the plus icon in the members section. Type the email address of each person you want to invite — you can add them one at a time or paste multiple addresses separated by semicolons.
As you type, Outlook will suggest matching contacts from your address book. Click on a suggestion to add that person, or finish typing the full email address and press Enter. When you've added everyone, click "Add" or "Done" to send invitations.
Each person you invite will receive a notification in their inbox asking them to join the Group. They don't have to accept — they can ignore the invitation — but once they do, they'll see all past and future messages in the Group inbox. You can add or remove members at any time by opening the Group settings.
Creating a Group in Outlook desktop
If you use Outlook on your computer, the process is similar but accessed differently. Open Outlook and look for the "Home" tab at the top. Click "New Group" in the ribbon (the toolbar at the top of the window). A dialog box will open.
Fill in the group name, description, and privacy setting the same way as on the web. Click "Create" and Outlook will set up the Group. You'll then be taken to the Group page where you can add members using the "Add Members" button.
Desktop Outlook syncs with the web version, so a Group you create in the app will appear in your web inbox and vice versa. If you don't see the Group appear right away in one version, wait a few minutes and refresh — changes sometimes take a moment to sync.
Managing Group settings and permissions
Once the Group exists, you can change who can do what. Open the Group and click the settings icon (usually a gear or three dots). Look for options like "Who can post messages" — you might want only members to post, or you might allow anyone with the Group's email address to send in messages.
You can also set whether members can edit or delete messages, whether the Group shows up in the global address list, and whether people can leave the Group on their own or need your permission. These settings depend on your organization's policies, so some options may be locked.
The person who creates the Group becomes the owner by default. Owners can add or remove members, change settings, and delete the Group. You can make other members owners too if you want to share management responsibility.
Sending messages to and reading from your Group
Once members join, sending a message to the Group works like sending to any email address. Type the Group's email address in the "To" field, write your message, and send. Everyone in the Group will see it in their Group inbox.
When someone replies to a Group message, their reply goes to the whole Group, not just to the original sender. This keeps all conversation in one thread that everyone can follow. If you want to reply privately to one person, you can click "Reply" on their individual message and choose to send it to them alone instead of the Group.
Group messages appear in your regular inbox alongside personal emails, but you can also view only Group messages by clicking on the Group name in the sidebar. This is useful if you want to focus on one project or topic without other emails getting in the way.
Deleting a Group or leaving one
If you created the Group and want to remove it, open the Group settings and look for "Delete Group" or "Delete This Group". Deleting removes the Group for everyone — all members lose access and the message history is gone. This action cannot be undone, so make sure you don't need the Group or its messages before you delete it.
If you're a member of a Group but didn't create it, you can usually leave by clicking "Leave Group" in the Group settings. Once you leave, you won't see the Group in your sidebar anymore and won't receive new messages. The Group continues for other members.
If you want to keep the Group but stop receiving notifications, look for a "Mute" or "Notifications" option instead of leaving. This lets you stay a member and see messages if you check the Group, but you won't get alerts for every new post.
Frequently Asked Questions
Can I create a Group if I use Gmail or another email provider?
No, Outlook Groups only work with Microsoft accounts and Outlook. If you use Gmail, you can create a similar shared inbox using Google Groups, which works differently but serves the same purpose. If you use another provider, check whether they offer a group or team feature.
What happens to Group messages if I delete the Group?
All messages in the Group are deleted permanently when you delete the Group. There is no way to recover them afterward. If you think you might need the messages later, export them or take screenshots before deleting.
Can someone outside the Group send messages to it?
Yes, if you set the Group to allow external senders. By default, only members can post. You can change this in the Group settings under "Who can post messages" — if you enable external posting, anyone with the Group's email address can send in a message, even if they're not a member.
Do Group members see each other's email addresses?
Yes, all members can see the list of other members and their email addresses. If privacy is a concern, discuss this with people before inviting them. You cannot hide the member list from other members.
Can I use a Group to organize my own email without inviting others?
Yes. You can create a Group with just yourself as a member and use it as a dedicated inbox for a specific topic or project. Forward related messages to the Group address and they'll all collect in one place. This works well for organizing emails about a home repair, a hobby, or a specific goal.