What an Outlook email group is and why you'd use one

An Outlook email group (also called a distribution list) is a single email address that sends your message to multiple people at once. Instead of typing ten names into the "To" field, you type one group name. When you send to that group, everyone in it receives the message.

Groups save time if you regularly email the same set of people — a project team, a book club, a family branch, coworkers in your department. You create the group once, add the members, and then use it whenever you need to reach all of them together. The group lives in your Outlook contacts, so it's always there.

Groups also reduce the chance you'll forget someone. If the membership changes, you update the group in one place, and the next message goes to the current list automatically.

Key Takeaways

  • Create a group by opening Outlook, going to the People tab, and selecting "New Group" or "New Contact Group" depending on your Outlook version.
  • Give the group a clear name that describes who's in it, then add members by typing their email addresses or selecting them from your existing contacts.
  • Save the group to your contacts, and it will appear as a single name you can type into the "To" field whenever you send an email.
  • You can edit the group later to add or remove members, and changes take effect the next time you send to that group.
  • Groups you create are stored locally on your device unless you're using Outlook on the web, where they sync across your devices.

Creating a group in Outlook desktop (Windows and Mac)

Open Outlook and click the People tab at the bottom of the window (or the Contacts icon, depending on your version). In the ribbon at the top, look for a button labeled New Group or New Contact Group. Click it.

A dialog box will open asking for a group name. Type a name that describes the group clearly — "Marketing Team", "Book Club", "Extended Family" — something you'll recognize when you're composing an email. Then click Add Members or the plus icon.

A second dialog will appear. You can add members two ways: type an email address directly into the field and click Add, or click From Outlook Contacts to select people you've already saved. If you choose the contacts route, a list of your saved contacts will appear; click each person you want to include, then click OK. Repeat until you've added everyone.

Once all members are added, click Save or OK to finish. The group now appears in your contacts and is ready to use.

Creating a group in Outlook on the web

Sign into your Outlook account at outlook.com or outlook.office.com. Click the People icon in the left sidebar (it looks like a person's head and shoulders). At the top of the page, click New Contact Group or New Group.

Type a name for the group in the field that appears. Below that, you'll see a box labeled Add Members or similar. Click in that box and start typing the first name or email address of someone you want to add. Outlook will show matching contacts; click the person's name to add them. Repeat for each member.

As you add people, their names will appear in a list below the input field. If you add someone by mistake, click the X next to their name to remove them. When the group is complete, click Create or Save at the bottom of the page.

Groups created in Outlook on the web sync to your Outlook desktop app automatically, so you'll see the group on all your devices.

Sending an email to your group

Compose a new email as usual. In the To field, start typing the name of your group. Outlook will show it in a dropdown list; click it to add the entire group. The group name will appear in the To field as a single entry.

Write your message and send it normally. Everyone in the group will receive it, and they'll see the group name in the To field (not the individual addresses, unless you've set the group to show member names).

Editing or deleting a group

To change who's in a group, open your contacts and find the group name. Right-click it (or click the three dots next to it in Outlook on the web) and select Edit Group or Edit. You can then add new members using the same process as before, or click the X next to any name to remove them. Click Save when you're done.

To delete a group entirely, right-click it and select Delete. This removes the group from your contacts but does not affect any emails you've already sent to it or any messages in your inbox.

Differences between Outlook groups and Microsoft 365 Teams

If you use Microsoft 365 at work, you may also have access to Teams, which is different from an email group. Teams is a collaboration space where members can chat, share files, and work together on projects. An email group is just a list of addresses for sending messages.

For straightforward email distribution, use a group. For ongoing teamwork with shared files and conversations, Teams is the better choice. Your IT department can help you decide which tool fits your needs.

Frequently Asked Questions

Can I create a group that includes other groups?

Yes. When you're adding members to a group, you can select another group you've already created. This is useful if you have overlapping teams — for example, a "Company All-Hands" group that includes both "Engineering" and "Sales" groups.

What happens if I remove someone from a group after I've already sent them an email?

Removing someone from a group does not affect emails they've already received. It only changes who receives future emails sent to that group. The person will no longer be included the next time you send to the group.

Can people outside my organization be in my group?

Yes. You can add any email address to a group, whether it's a coworker, a friend, or someone from another company. Type their full email address when you add them.

Will people know they're part of a group when they receive an email?

They'll see the group name in the "To" field, so they'll know the email went to multiple people. They won't see a list of other members unless you've configured the group to display member names, which is not the default.

Can I password-protect a group or limit who can send to it?

Outlook's basic groups don't have these features. If you need strict controls over who can send messages to a distribution list, ask your IT department about Microsoft 365 distribution groups, which offer more security options.