Gmail groups let you send one email to multiple people at once by creating a single address
A Gmail group is a mailing list you create inside Gmail that holds a set of email addresses under one name. When you send a message to the group address, everyone in it receives the email. You can create a group in about two minutes using Google Contacts, which is built into your Gmail account — no separate software or subscription needed.
Groups work best for teams that send the same message to the same set of people regularly: a project team, a book club, a family group chat, or a committee. If you need people to reply to each other and see all the replies in one thread, Gmail groups do that. If you need people to manage shared files, edit documents together, or have a permanent message history that everyone can search, you may want a Google Group instead, which is a different (and more complex) tool.
Key Takeaways
- Gmail groups are created in Google Contacts and work with any email address, not just Gmail accounts.
- You create a group by opening Contacts, clicking "Create group", naming it, and adding email addresses one by one or pasting a list.
- Once created, you can send an email to the group address and everyone in it will receive it at the same time.
- You can add or remove people from a group at any time, and the group exists only in your own account — members do not see a list of who else is in it unless you tell them.
- Gmail groups are different from Google Groups, which are public or private discussion forums with shared storage and a message archive.
How to create a group in Gmail step by step
Open Gmail and click the Google Apps menu (the grid of nine dots in the top right corner). Select Contacts from the menu. This opens Google Contacts in a new tab.
On the left side of the Contacts page, click Create group. A box will appear asking you to name the group. Type a name — something like "Project Team" or "Book Club" — and press Enter. The group is now created and empty.
To add people, click the group name on the left side. The right side of the screen will show an empty list. Click the Add members button (or the plus icon). A window will open where you can type or paste email addresses. You can add one address at a time, or paste a list of addresses separated by commas. Click Add when you are done. The addresses now appear in the group.
To send an email to the group, open Gmail and start a new message. In the "To" field, type the group name. Gmail will show the group name as an option — click it to select it. The message will go to everyone in the group when you send it.
Adding and removing people from your group
You can change who is in a group at any time. Open Google Contacts, click the group name on the left, and look at the list of members on the right. To add someone, click Add members again and type or paste their address. To remove someone, hover over their name in the list and click the trash icon that appears.
Changes take effect when ready. The next email you send to the group will go to the current members only. People you remove will not receive future emails, but they will still have received any emails you sent while they were in the group.
What members see when they receive a group email
When you send an email to a group, each person receives it as a regular email from you. They see your name in the "From" field, not the group name. If they click "Reply all", their reply goes to everyone in the group, and everyone sees the conversation thread.
Members do not automatically see a list of who else is in the group. If you want them to know who the other members are, you need to tell them separately or include a list in your first email. This is different from a Google Group, where members can see each other's names and profiles.
The difference between Gmail groups and Google Groups
A Gmail group (created in Contacts) is a straightforward mailing list. It has no shared storage, no message archive that members can search, and no discussion board. It is just a way to send one email to multiple people at once.
A Google Group is a separate product that creates a discussion forum. Members can see all past messages, search the archive, upload files to a shared space, and manage who can post. Google Groups are better for teams that need a permanent record or shared documents. They are also more visible — members know they are part of a group and can see who else is in it.
For most small teams and informal groups, a Gmail group is simpler and faster to set up. Use a Google Group only if you need the extra features.
Troubleshooting: group name does not appear when you type it
If you start typing a group name in the "To" field and it does not show up as an option, the group may not be saved yet. Go back to Google Contacts and make sure the group appears in the list on the left side. If it does not, create it again.
If the group is in Contacts but still does not appear in Gmail, try refreshing the Gmail page or signing out and back in. Gmail sometimes takes a few minutes to sync new groups from Contacts.
If you created the group in a different Google account, it will not appear in your current Gmail account. Groups are stored per account, not across all your Google accounts. Make sure you are signed into the account where you created the group.
Managing group membership over time
As your team or group changes, you will add new people and remove others. Keep the group name and purpose clear so you remember what it is for — if you have many groups, a vague name like "Team" can become confusing. Consider adding a note to yourself in Contacts about what the group is used for.
If a group is no longer needed, you can delete it. Open Google Contacts, right-click the group name on the left, and select Delete group. This removes the group from your Contacts but does not affect any emails you already sent to it. People who received those emails will still have them in their inboxes.
Frequently Asked Questions
Can I send a group email from my phone?
Yes. Open Gmail on your phone, start a new message, and type the group name in the "To" field. The group will appear as an option. Tap it to add it, then compose and send your message as usual. The process is the same on Android and iPhone.
What happens if someone's email bounces when I send to the group?
Gmail will send the message to everyone else in the group and send you a separate bounce notification for the address that failed. You can then remove that address from the group or ask the person for a corrected email address and update it.
Can I make a group that other people can manage?
No. Gmail groups are personal to your account. Only you can add or remove members. If you need multiple people to manage the group, use a Google Group instead, where you can assign owners and moderators.
Do people know they are in a group when they receive an email from it?
Not automatically. They see the email came from you, and if they click "Reply all" they will see it goes to multiple people, but they do not see a formal group name or member list unless you tell them. You can include a note in your first email explaining who the group is and who is in it.
Can I create a group with a custom email address like team@mycompany.com?
No. Gmail groups use your personal Gmail address as the sender. If you need a custom group email address, you need Google Workspace (which is a paid service) and a Google Group set up by your workspace administrator. A straightforward Gmail group will always send from your own email address.