How to Create a Group Email List in Outlook

Create a distribution list in Outlook to send one message to multiple people at once

A group email list in Outlook lets you send a single message to many people by typing one name instead of adding each person individually. Outlook calls this a distribution list (in older versions) or a contact group (in newer versions). The steps differ slightly depending on whether you use Outlook on the web, Outlook desktop for Windows, or Outlook for Mac.

The fastest way is to select the people you want to group, right-click, and choose the option to create a group. Once created, you can type the group name in the "To" field just like you would a single person's name, and everyone in that group receives the message.

Key Takeaways

Outlook desktop, Outlook on the web, and Outlook for Mac all have group creation features, but the menu locations and names are different.
You can add people to a group by selecting them from your contacts, typing their email addresses manually, or adding them one at a time after creation.
Once a group is created, you can send to the entire group by typing its name in the "To" field, just as you would for a single contact.
You can edit a group later to add or remove members, and you can create as many groups as you need for different purposes.
Groups you create are stored in your Outlook contacts and are only visible to you — they do not create a shared mailbox or team inbox.

Create a group in Outlook desktop for Windows

Open Outlook and go to the People tab (the icon that looks like a person's head, usually on the left side of the window). If you do not see it, click File at the top left, then Open & Export, then Open Outlook Data File — but most installations show People directly.

Click New Contact Group in the ribbon at the top. A window opens with a blank group. Type a name for your group in the field at the top — something like "Marketing Team" or "Project Leads". Then click Add Members in the ribbon. A dialog box appears with two options: Add from Outlook Contacts and New Email Contact. Choose Add from Outlook Contacts first.

A list of your contacts appears. Click each person you want to add to the group, then click Add after each selection. When you have added everyone, click OK. The group window now shows all the members you selected. Click Save & Close at the top right. Your group is now created and appears in your Contacts folder.

To send an email to this group later, open a new message, click in the "To" field, and type the group name. Outlook autocompletes it, and you can click it to add the entire group to the message.

Create a group in Outlook on the web

Log into Outlook on the web at outlook.office.com. Click the People icon on the left sidebar (it looks like a person's head). Then click New Contact Group near the top of the page. A form appears asking for a group name.

Type the name of your group and click Add Members. A search box appears. Type the name or email address of the first person you want to add. When their name appears in the dropdown, click it to add them. Repeat this for each person. You can also click the + icon next to "Add Members" to add people from your recent contacts without typing.

Once you have added everyone, click Create at the bottom. The group is now saved. To use it, open a new email, click in the "To" field, and type the group name. It appears in the dropdown, and clicking it adds all members to the message.

Create a group in Outlook for Mac

Open Outlook and click File at the top left. Select New, then Contact Group. A window opens with a blank group form. Type a name for your group in the "Group Name" field at the top.

Click the + button at the bottom left of the window to add members. A contact picker appears. Click each person you want to add, then click Add. You can also type a name or email address in the search box to find someone quickly. When you have added everyone, close the contact picker window.

Click Save at the top left. Your group is now created and stored in your Contacts. To send to the group, open a new message, click in the "To" field, type the group name, and click it when it appears in the dropdown.

Add or remove people from an existing group

You can change a group's members at any time. In Outlook desktop, go to People, find the group in your contacts, and double-click it to open it. Click Add Members to add new people, or right-click a member's name and click Remove to delete them. Click Save & Close when done.

In Outlook on the web, click People, find the group, and click it to open it. Click Edit at the top. You can now add new members by clicking Add Members or remove existing ones by clicking the X next to their name. Click Save when finished.

In Outlook for Mac, go to People, find the group, and double-click it. Click the + button to add members or click a member and press Delete to remove them. Click Save when done.

Understand what a group list does and does not do

A group email list is personal to you — only you can see it and use it. When you send a message to a group, each person receives the email individually. They do not see the other members' addresses unless you use "Reply All" (which is why many people prefer groups over typing addresses in the "Cc" field).

A group is not a shared mailbox, a team inbox, or a distribution list managed by your organization's IT department. If you need a shared inbox where multiple people can read and respond to messages sent to one address, you need a different setup — ask your IT department about shared mailboxes or Microsoft Teams channels instead.

Groups you create are stored only on your device or in your Outlook account. If you switch devices or reinstall Outlook, you may need to recreate them. If your organization manages Outlook, your IT department may have rules about group creation — check with them before creating large groups.

Frequently Asked Questions

Can I create a group from people already in an email thread?

Not directly from the thread itself, but you can open each person's contact card and add them to a new group manually. A faster way is to select all the people in your Contacts folder, right-click, and choose to create a group — this works in Outlook desktop and some versions of Outlook on the web.

What happens if I send to a group and someone's email bounces?

The message still goes to everyone else in the group. Outlook does not stop the send or warn you if one address fails. If you need to know whether everyone received the message, ask for read receipts, though not all email systems honor them.

Can I create a group with people outside my organization?

Yes. You can add any email address to a group, whether they use Outlook, Gmail, or any other email service. The group works the same way — the message goes to each address you included.

Is there a limit to how many people I can add to a group?

Outlook itself has no hard limit, but your email provider may restrict how many recipients you can send to in one message. Most providers allow 500 to 1,000 recipients per message. If you hit a limit, you may need to split the group or send multiple messages.

Can I share a group with someone else?

Not directly — groups are personal to your account. If a coworker needs the same group, they have to create it themselves or you can give them the list of email addresses to add. Some organizations use distribution lists managed by IT instead, which can be shared across the company.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.