Create a group to send one message to multiple people at once

An email group in Outlook is a saved list of email addresses under a single name. When you type that name in the "To" field, Outlook sends your message to everyone on the list at once. You do not have to type each address separately, and you do not have to remember who belongs in the group — Outlook does that for you.

Groups are useful for regular messages to the same set of people: your book club, your work team, your family, or a neighborhood watch list. They also reduce the chance you will accidentally leave someone out or send to the wrong person.

The steps differ slightly depending on whether you use Outlook on your computer, Outlook on the web, or Outlook on your phone. This guide covers the desktop version, which is what most people use.

Key Takeaways

  • A group is a single name that holds multiple email addresses, so you can send one message to everyone at once by typing the group name.
  • In Outlook on your computer, you create a group by opening your contacts, right-clicking in the empty space, and selecting "New Group".
  • You add people to a group by typing their email address or selecting them from your existing contacts.
  • Once you save a group, it appears in your contacts and in the "To" field when you start typing its name.
  • You can edit a group later to add or remove people, or delete it if you no longer need it.

How to create a new group in Outlook on your computer

Open Outlook and go to the Contacts section. On the left side of the screen, you will see a folder list. Click on "Contacts" or the folder where you want to store the group. The main area will show your existing contacts.

Right-click in the empty space below your contacts (not on a person's name). A menu will appear. Click "New Group" or "New Contact Group" depending on your version of Outlook. A new window will open with a blank form.

Type a name for your group in the field at the top. Use a name that is clear and short — for example, "Book Club", "Marketing Team", or "Family". This is the name you will type when you want to send a message to the group.

Add people to your group

In the group window, look for a button that says "Add Members" or a plus sign icon. Click it. A dialog box will open with options to add people.

You can add people in two ways. The first is to type their email address directly into the field and click "Add". The second is to click "From Contacts" or "From Address Book", which shows you a list of people you have already saved. Click on a person's name to select them, then click "Add". You can add multiple people this way — just keep clicking names and then "Add" until everyone is in the list.

As you add people, their names and email addresses will appear in the group window. Check the list to make sure you have the right people and that the email addresses are correct.

Save your group and use it to send messages

Once you have added everyone, click the "Save" or "OK" button at the bottom of the window. Outlook will save your group to your contacts.

To send a message to your group, open a new email. In the "To" field, start typing the name of your group. Outlook will show you the group name as an option. Click on it or press Enter to select it. The group name will appear in the "To" field, and when you send the message, it will go to everyone in the group.

When you use a group, the recipients will see the group name in the "To" field, not the individual email addresses. This keeps the message cleaner and makes it clear that everyone received the same message.

Edit or remove people from an existing group

To change who is in a group, go back to your Contacts and find the group name. Double-click on it to open it. The group window will show all the current members.

To add more people, click "Add Members" again and follow the same steps as before. To remove someone, click on their name in the list and then click the "Remove" button or press Delete. Save the group when you are done.

If you no longer need a group, you can delete it. Right-click on the group name in your contacts and select "Delete". Outlook will ask you to confirm. Deleting a group does not delete the people in it — they stay in your contacts. It only removes the group itself.

Groups in Outlook on the web and mobile

If you use Outlook on the web (outlook.office.com), the process is similar but slightly different. Go to "People" at the bottom of the left sidebar, then click "New Group" or the plus sign. Type the group name and add members by typing their email addresses or selecting them from your contacts. Click "Create" to save.

On Outlook for iPhone or Android, you cannot create a group directly in the app. You will need to create it on your computer or on Outlook on the web first. Once it is saved, you can use it on your phone by typing the group name in the "To" field, just like on your computer.

Tips for keeping your groups organized and accurate

Use clear, specific names for your groups so you know at a glance who they are for. "Team" is less helpful than "Sales Team" or "Project X Team". If you have many groups, you might add a prefix like "Group:" or "List:" to make them easier to spot when you are typing.

Check your groups every few months, especially if people's email addresses change or if someone leaves your team or organization. An outdated email address in a group will cause the message to bounce back or go to the wrong person. If someone's address changes, remove the old one and add the new one.

Be careful not to confuse a group with a distribution list. A distribution list is created by your organization's email administrator and may have different rules about who can send to it or edit it. A group is something you create and control yourself.

Frequently Asked Questions

Can I send a message to a group without showing everyone's email address?

Yes. When you use a group, the recipients see the group name in the "To" field, not the individual addresses. This is one of the main reasons to use groups — it keeps the message cleaner and more professional.

What happens if someone's email address in the group is wrong or outdated?

The message will bounce back with a delivery failure notice. Open the group, remove the incorrect address, and add the correct one. Then resend the message to the group.

Can I create a group that includes another group?

In most versions of Outlook, you can add a group to another group by selecting the group name when you add members. This is useful if you have overlapping teams — for example, a "Company" group that includes both the "Sales Team" group and the "Marketing Team" group.

Can I share a group with someone else so they can use it too?

Groups are personal to your Outlook account. You cannot directly share a group with another person. However, you can tell them the names and addresses of the people in the group, and they can create their own matching group in their Outlook account.

Is there a limit to how many people I can add to a group?

Outlook does not have a strict limit, but very large groups (hundreds of people) may take longer to process. If you are sending to a large organization, ask your email administrator about distribution lists, which are designed for that purpose.