What a group is and why you'd create one

A group in Outlook is a saved list of email addresses that you can send a single message to all at once. Instead of typing five names into the "To" field every time you want to email your book club, you create a group called "Book Club" once, add those five addresses to it, and then just type "Book Club" when you're ready to send. Outlook stores the group in your contacts and remembers it.

Groups save time when you regularly email the same set of people. They also reduce the chance you'll forget someone or accidentally type an address wrong. You can create as many groups as you need — one for work projects, one for family, one for a volunteer committee.

Key Takeaways

  • Groups are stored in your Outlook contacts and contain multiple email addresses under one name you choose.
  • You create a group by opening your contacts, selecting "New Group" or "New Contact Group", and adding individual addresses one at a time.
  • Once created, you can type the group name in the "To" field just like you would a single person's name.
  • You can edit a group later to add or remove addresses without creating a new one.

How to create a group in Outlook on your computer

Open Outlook and go to your Contacts section. On Windows, this is usually in the left sidebar — click "People" or "Contacts". On Mac, click the "Contacts" icon at the bottom of the window or in the sidebar.

Once you're in Contacts, look for a button that says "New Group", "New Contact Group", or a plus sign. The exact label depends on your Outlook version. Click it. A new window will open asking you to name the group. Type a clear name — "Marketing Team", "Monthly Dinner Friends", "Project Budget Committee" — whatever makes sense to you.

After you name the group, you'll see a field or button to add members. Click "Add Members" or the plus icon. Outlook will show you your existing contacts. Click each person you want to add to the group. If someone isn't in your contacts yet, you can type their email address directly into the field. Add everyone you need, then save the group. The button is usually "Save" or "OK" at the bottom of the window.

Creating a group in Outlook on the web

If you use Outlook through a web browser (outlook.com or your company's email portal), the steps are slightly different. Sign in and click the People icon on the left side of the screen.

At the top of the page, you'll see a "New" button or a plus sign. Click it and select "New Group" or "New Contact Group" from the menu. Name your group in the field that appears. Then click "Add Members" and search for the people you want to include. You can type their name or email address. Click each person to add them. When you're done, click "Create" or "Save" at the bottom.

How to use your group to send an email

Once your group is created, sending an email to everyone in it is straightforward. Open a new email message. In the "To" field, start typing the name of your group. Outlook will show it in a dropdown list — click it to select it. The group name will appear in the "To" field, and when you send the message, it goes to every address in that group.

Each person receives the email individually — they don't see the other recipients' addresses unless you put the group in the "Cc" or "Bcc" field instead. If you want to keep addresses private, use "Bcc" (blind carbon copy) instead of "To" or "Cc".

Editing or removing a group

You can change a group after you create it. Go back to your Contacts, find the group name, and click it to open it. Look for an "Edit" button or pencil icon. From there, you can add new addresses by clicking "Add Members" again, or remove someone by clicking the X or delete icon next to their name. Save your changes when you're done.

If you no longer need a group, open it and look for a "Delete" button, usually at the bottom of the window. Deleting a group removes the list itself but does not delete the individual contacts from your address book.

Common places groups get confused with other features

A group is not the same as a distribution list, though they work similarly. Distribution lists are usually created by your company's IT department and sent to everyone in your organization. You can't edit a distribution list yourself — it's managed centrally. A group is personal to your Outlook account and only you can change it.

Groups are also different from team channels in Microsoft Teams or shared mailboxes. Those are for ongoing conversation and collaboration. A group is just a quick way to address an email to multiple people at once. If you need people to see each other's replies or work together on documents, you'd use Teams or a shared mailbox instead.

Frequently Asked Questions

Can I create a group that includes another group?

In most versions of Outlook, you cannot nest groups inside each other. You can only add individual email addresses or existing contacts to a group. If you need to email a large set of people, you may need to create separate groups or add addresses individually.

What happens if I change someone's email address after I add them to a group?

If you update a contact's email address in your contacts list, the group automatically uses the new address the next time you send to that group. You don't need to edit the group itself. Outlook pulls the current address from your contacts when you send.

Can I share a group with someone else?

Personal groups in Outlook are not designed to be shared. Each person creates their own groups in their own account. If your workplace needs a shared list of addresses, ask your IT department about creating a distribution list instead, which can be sent to multiple people.

Can I send to a group from my phone?

Yes, if you use the Outlook mobile app. Open a new email, tap the "To" field, and type the group name. It will appear in the suggestions. Tap it to add the group. The process is the same as on a computer, though the buttons may look slightly different depending on your phone's operating system.