How to Create and Manage Groups in Outlook

Creating a group in Outlook takes three minutes and works the same way whether you use Outlook on the web, Windows, or Mac

A group in Outlook is a saved list of email addresses under one name. When you send a message to the group, everyone on the list gets it. You create groups from your contacts, and they live in your address book so you can find them instantly the next time you need to email the same people together.

The steps differ slightly depending on which version of Outlook you use, but the result is the same: one name that represents multiple people. This guide covers Outlook on the web (the version you access through a browser), Outlook for Windows, and Outlook for Mac.

Key Takeaways

Groups in Outlook are saved contact lists that let you send one email to multiple people at once by typing the group name.
On Outlook on the web, you create a group from the People section by selecting contacts and clicking "Create group".
In Outlook for Windows, groups are called "Distribution Lists" and you create them from the File menu under New.
Once created, a group appears in your address book and autocompletes when you type its name in the To field.
You can add or remove members from a group at any time after creation.

Creating a group in Outlook on the web

Outlook on the web is the version you use in a browser when you go to outlook.office.com or outlook.live.com. Start by opening the People section — click the icon that looks like a person's head in the left sidebar, or click the grid icon (nine dots) at the top left and select "People".

Once you are in People, select the contacts you want in your group. Click the checkbox next to each person's name. You can select as many as you need. After you have chosen everyone, a toolbar appears at the top. Click "Create group" on that toolbar. A window opens asking for a group name — type something clear like "Marketing Team" or "Project Leads". Click "Create" and you are done.

The group now appears in your contacts. The next time you compose an email, type the group name in the To field and it will autocomplete. Click it to add the whole group to your message.

Creating a distribution list in Outlook for Windows

Outlook for Windows calls groups "Distribution Lists". Open Outlook and go to the File menu at the top left. Click "New" and then select "Distribution List" from the dropdown menu. A new window opens with a blank distribution list.

At the top of the window, type a name for your list in the Name field. Then click "Select Members" to add people. A dialog box appears showing your contacts. Click each person you want to add, then click the arrow button to move them to the Members list on the right. When you have added everyone, click OK.

Back in the distribution list window, click "Save & Close". Your distribution list is now saved. When you compose a new email and type the list name in the To field, Outlook will find it and let you add the whole group with one click.

Creating a group in Outlook for Mac

In Outlook for Mac, open the Contacts section by clicking the Contacts icon in the bottom navigation bar. Click the "+" button at the top left of the window and select "New Group" from the dropdown menu. A new group window opens.

Type a name for your group in the Name field. Then click "Add a Contact" or drag contacts directly into the group window from your contacts list. You can add people one at a time or select multiple contacts and drag them all at once. When you have added everyone you need, click the red close button to save the group.

Your group is now saved and ready to use. In a new email, type the group name in the To field and it will autocomplete.

Adding or removing people from an existing group

You can change a group's members at any time. In Outlook on the web, go to People, find the group, and click on 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 you are done.

In Outlook for Windows, open the distribution list by double-clicking it in your contacts. Click "Select Members" to add new people or click the X next to a name to remove someone. Click "Save & Close" when finished.

In Outlook for Mac, double-click the group in your contacts. Click "Add a Contact" to add new members or click the X next to someone's name to remove them. Close the window to save your changes.

What happens when you send to a group

When you send an email to a group, Outlook expands the group name to show all the individual email addresses before the message is sent. Each person on the list receives the email as if you had typed their address directly. They see the message came from you, not from the group itself.

If someone replies to an email sent to a group, their reply goes only to you unless they click "Reply All". This is the same behavior as any other email — the group name does not create a conversation thread or mailing list where replies go to everyone automatically.

Sharing a group with others

In Outlook on the web, you can share a group with other people in your organization. Open the group, click the three dots menu, and select "Share". Type the names or email addresses of the people you want to share it with. They will then see this group in their own contacts and can use it to send emails.

In Outlook for Windows and Mac, distribution lists are personal to your account. You cannot share them directly with others, but you can export the list and send it to someone else, or they can create their own group with the same members.

Frequently Asked Questions

Can I create a group with people outside my organization?

Yes. You can add any email address to a group, whether they work at your company or not. In Outlook on the web, you can type an email address directly when creating or editing a group. In Outlook for Windows and Mac, you can type an email address in the Members field even if the person is not in your contacts.

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

A group (or distribution list) is a saved collection of email addresses that you can use over and over. A contact list is just a way to organize individual contacts into categories. Groups are faster when you regularly email the same set of people.

Can I delete a group after I create it?

Yes. In Outlook on the web, right-click the group in People and select "Delete". In Outlook for Windows, right-click the distribution list in your contacts and select "Delete". In Outlook for Mac, click the group and press Delete. The group is removed, but the individual contacts remain in your address book.

Do people know they are part of a group when I email them?

No. When you send to a group, recipients see only your name and the message. They do not see the group name or know who else received the email unless you tell them or they see other recipients in the To or Cc field.

Can I nest groups inside other groups?

In Outlook on the web, you can add a group to another group by selecting the group name when editing members. In Outlook for Windows and Mac, this feature is not available — you can only add individual contacts to a distribution list.

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.