A distribution list lets you send one email to a group of people at once

A distribution list in Outlook is a saved group of email addresses that you can address as a single contact. Instead of typing ten names into the "To" field every time you email your team, you type one name — the list name — and Outlook sends to everyone on it. You create and manage distribution lists differently depending on whether you use Outlook desktop, Outlook on the web, or Microsoft 365.

The steps differ slightly between versions, but the basic idea is the same: you name the list, add people to it, and save it. Once saved, the list appears in your contacts and autocompletes when you start typing its name.

Key Takeaways

  • Desktop Outlook and Outlook on the web use different menus to create distribution lists, so check which version you use before starting.
  • A distribution list saves as a contact in your address book and can include people inside or outside your organization.
  • You can edit a list after creating it by opening it, adding or removing people, and saving the changes.
  • If you use Microsoft 365 at work, your organization may have created shared distribution lists that you cannot edit yourself.

Creating a distribution list in Outlook desktop

Open Outlook and go to the People tab (or Contacts in older versions). At the top of the window, look for the New Contact Group button in the ribbon. Click it to open a blank contact group form.

Type a name for your list in the Name field — something clear like "Marketing Team" or "Monthly Standup." Then click Add Members and choose Add from Outlook Contacts. A dialog box opens showing your existing contacts. Select the people you want to add by clicking their names (hold Ctrl and click to select multiple people at once), then click Members to add them to the list.

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

Once you have added everyone, click Save & Close at the top left. The list is now saved in your contacts and ready to use.

Creating a distribution list in Outlook on the web

Log into Outlook on the web and click the People icon in the left sidebar. At the top of the page, click New and then Contact list (or Distribution list, depending on your version).

Type a name for the list and add a description if you want one. Then click Add members. A search box appears. Type the name or email of the first person you want to add, click their name when it appears in the dropdown, and click the plus sign to add them. Repeat this for each person on your list.

Once everyone is added, click Create at the bottom. The list is saved and appears in your contacts.

Using your distribution list to send an email

Open a new email and click in the To field. Start typing the name of your distribution list. Outlook shows it in the dropdown — click it to add the entire group to the message. You can now type your message and send it to everyone on the list at once.

The recipients see the email as if you sent it to them individually. They do not see the other names on the list unless you put the list name in the "To" field where everyone can see it (which is usually not what you want). To keep the list hidden, use the Bcc field instead — click the Bcc button in the message header, then add the list there.

Editing or deleting a distribution list

To change who is on a list, open your contacts and find the list by name. Double-click it to open it. In desktop Outlook, click Add Members to add more people, or right-click a name and click Remove to take someone off. In Outlook on the web, click the pencil icon to edit, then use the plus and minus buttons next to each name to add or remove people.

Click Save & Close (desktop) or Save (web) when you are done. To delete the entire list, right-click it in your contacts and click Delete, then confirm.

Distribution lists in Microsoft 365 organizations

If you use Outlook through your workplace, your organization may have created distribution lists that everyone can use. These appear in your contacts but often cannot be edited by individual users — only by your IT department or administrator. You can still send emails to them the same way you use your personal lists.

Some organizations also let you create lists that are shared with your whole team or department. Ask your IT support whether this is an option for you, because the process is different from creating a personal list and usually requires admin approval.

Frequently Asked Questions

Can I add someone to a distribution list if they are not in my contacts?

Yes. When you click Add Members, choose New Email Contact and type their name and email address. They will be added to the list and saved as a new contact at the same time.

What is the difference between a distribution list and a contact group?

They are the same thing. Outlook uses both names depending on the version and context. Desktop Outlook calls it a "contact group," while Outlook on the web often calls it a "distribution list." The function is identical.

Can people see who else is on a distribution list when I send them an email?

Only if you put the list name in the To or Cc field, where it is visible to everyone. If you use the Bcc field instead, each person receives the email but cannot see the other recipients or the list name.

Can I create a distribution list that includes people from outside my organization?

Yes, if you use Outlook desktop or a personal Outlook.com account. In Microsoft 365 at work, this depends on your organization's settings — ask your IT department what is allowed.

What happens if I delete a distribution list?

The list is removed from your contacts and you can no longer send emails to it. People who were on the list are not affected — they remain as individual contacts. The deletion only affects your copy of the list.