Create a group email in Outlook by opening your contacts, selecting multiple people, and saving them as a distribution list or contact group

A group email — called a distribution list in Outlook on the web or a contact group in Outlook desktop — lets you send one message to multiple people at once using a single name. Instead of typing five email addresses every time you want to reach your book club or your neighborhood watch, you type one group name. This also makes it harder to accidentally leave someone out or send sensitive information to the wrong person.

The steps differ slightly depending on whether you use Outlook on the web (the version you access through a browser) or Outlook desktop (the program you install on your computer). Both are free if you have a Microsoft account or a work email through Microsoft 365.

Key Takeaways

  • In Outlook desktop, go to your contacts, select the people you want to group, and click "New Contact Group" to save them under one name.
  • In Outlook on the web, create a distribution list by clicking "New" in your contacts, typing a group name, and adding members one by one.
  • Once you create a group, typing its name in the "To" field will expand to show all members before you send.
  • You can edit a group later to add or remove people without deleting the group itself.
  • Groups you create are private to your own account — others cannot see or use them unless you share the group name with them.

How to create a contact group in Outlook desktop

Open Outlook and go to the People tab at the bottom of the window. Click the New Contact Group button in the ribbon at the top (or right-click in your contacts list and select "New Contact Group"). A window will open asking you to name the group — type something clear like "Book Club" or "Neighborhood Watch".

Click Add Members and choose Add from Outlook Contacts. A list of your contacts will appear. Click each person you want to add, then click Add at the bottom. When you are done adding people, click OK, then Save & Close. The group now appears in your contacts list and you can use it like any other contact.

If you want to add someone who is not yet in your contacts, click Add Members again and choose New Email Contact. Type their name and email address, then click OK. They will be added to the group and also saved as a new contact.

How to create a distribution list in Outlook on the web

Log in to Outlook on the web and click People in the left sidebar. Click New and select Distribution List. Type a name for the group in the box that appears. You can also add a description (optional) so you remember what the group is for.

Click Add Members. Type the name or email of the first person you want to add. When their name appears in the dropdown, click it to select them. Repeat this for each person. You can add people from your contacts, from your organization if you use a work email, or by typing an email address directly.

Once you have added everyone, click Create. The distribution list is now saved and appears in your contacts. You can start using it right away by typing the group name in the "To" field of a new email.

How to use a group to send email

Open a new email in Outlook. In the To field, start typing the name of your group. Outlook will show matching contacts and groups — click the group name to select it. Before you send, Outlook will show you all the members of the group so you can verify you are sending to the right people.

If you notice someone is missing or someone should not be on the list, do not send yet. Close the email, edit the group to add or remove members, then start a new email and try again. This prevents you from sending incomplete or misdirected messages.

How to edit or delete a group

In Outlook desktop, right-click the group in your contacts list and select Edit Contact Group. You can now add new members by clicking Add Members, or remove someone by clicking their name and clicking Remove. Click Save & Close when you are done.

In Outlook on the web, click the group name in your contacts, then click the Edit button (pencil icon). You can add members by clicking Add Members and typing a name, or remove someone by clicking the X next to their name. Click Save when finished.

To delete a group entirely, right-click it (desktop) or click the three-dot menu (web) and select Delete. The group is removed from your contacts, but the people in it remain as individual contacts. Deleting a group does not delete the emails you sent to it or affect anyone else's contacts.

Why groups help you spot scams and stay organized

A group email list reduces the chance you will accidentally send sensitive information to the wrong person. If you are coordinating something private — like a surprise party or a sensitive neighborhood issue — you can verify exactly who is on the list before you hit send. This is safer than typing addresses from memory or copying and pasting a list you found somewhere else.

Groups also make it easier to notice when someone is missing. If you always email your family through a "Family" group and one person is not on it, you will see that when ready instead of realizing three days later that you forgot to include them. The same applies to spotting when an email address has changed — if someone updates their contact information, you can edit the group once and all future emails will go to the new address.

Frequently Asked Questions

Can I see who else is using a group I created?

No. Groups you create are private to your own account. Other people cannot see the group or use it unless you tell them the group name and they create their own matching group. If you want to share a group with coworkers, you may need to use your organization's shared contacts or distribution lists through your IT department.

What happens if I add someone to a group and then delete them from my contacts?

The person remains in the group. Deleting someone from your contacts does not automatically remove them from any groups they are in. You have to edit the group separately and click Remove next to their name.

Can I create a group of groups?

In Outlook desktop, you can add a contact group to another contact group by clicking Add Members and selecting the group name. In Outlook on the web, this is not possible — you can only add individual people to a distribution list.

Is there a limit to how many people can be in a group?

Outlook desktop has no practical limit. Outlook on the web distribution lists can hold up to 10,000 members, though sending to that many people at once may take longer to process.