A group email in Outlook is a saved list of contacts you can send one message to all at once

In Outlook, a group email (called a distribution list or contact group) is a folder that holds multiple email addresses under one name. Instead of typing five addresses into the "To" field every time you email your team, you type the group name once. Outlook then sends your message to everyone in that group automatically.

The steps differ slightly depending on whether you use Outlook on the web, Outlook desktop for Windows, or Outlook for Mac. The core idea is the same: you create a new contact group, add people to it, and then use that group name when you compose a message.

Key Takeaways

  • A contact group in Outlook holds multiple email addresses under one name so you can send to everyone at once without typing each address.
  • In Outlook desktop, you create a group through the Contacts or People section, then add members by typing their addresses or selecting them from your existing contacts.
  • In Outlook on the web, you build a group in the Contacts app and can add members by searching for them or pasting their email addresses.
  • Once created, you use the group name in the "To" field just like any other contact, and Outlook expands it to all members when you send.
  • Group members do not see each other's addresses unless you use a shared mailbox or distribution list managed by your organization's email administrator.

Creating a group in Outlook desktop (Windows)

Open Outlook and go to the People tab at the bottom of the left sidebar (or click the folder icon and select Contacts if you use an older version). Right-click in the empty space and select New Contact Group, or use the menu: Home tab → New Contact Group.

A dialog box opens. Type a name for your group in the Name field — something like "Marketing Team" or "Project Leads". Then click Add Members. You can add people in two ways: select them from your existing contacts by clicking Add from Outlook Contacts, or type their email addresses directly by clicking Add from Directory (if your organization uses a directory) or typing manually into the member field.

After you add all members, click Save & Close. The group now appears in your Contacts folder and is ready to use. When you compose a new message, type the group name in the "To" field and Outlook will suggest it.

Creating a group in Outlook on the web

Sign into Outlook on the web and click the Contacts icon (usually a person silhouette) in the left sidebar. Click New and select Contact group. Type a name for the group.

In the Add members field, start typing a person's name or email address. Outlook will show matching contacts from your address book. Click the person's name to add them. Repeat for each member. You can also paste multiple email addresses separated by semicolons if you have them in a list.

Once all members are added, click Create. The group is saved and appears in your Contacts. When you compose a message and type the group name in the "To" field, Outlook expands it to show all members before you send.

Creating a group in Outlook for Mac

Open Outlook and click People in the navigation bar at the top. Click the Home tab, then New Contact Group. Type a name for your group in the window that opens.

Click the Add button (usually a plus sign) to add members. You can select people from your contacts or type their email addresses. After adding all members, close the window — Outlook saves the group automatically. The group now appears in your Contacts and works the same way as in the desktop or web versions.

Editing or removing members from a group

To change who is in a group, open your Contacts and find the group name. Double-click it to open the group details. In Outlook desktop, click Add Members to add new people, or right-click a member's name and select Remove to delete them. In Outlook on the web, click Edit, then use the Add members field to add new people or click the X next to a name to remove them.

Save your changes when you are done. The group updates immediately, and any new messages you send to the group will go to the current member list.

What group members see when you send a message

When you send a message to a contact group, each member receives the email as if you sent it to them individually. By default, members do not see the other people in the group or their email addresses — they only see your message.

If you want members to see each other's addresses, you must use a different tool: a shared mailbox or a distribution list managed by your organization's email administrator. Those are more complex setups for teams that need ongoing shared access to a mailbox, not just a way to send one message to multiple people.

Troubleshooting common group email problems

If you type a group name and Outlook does not suggest it, the group may not be saved in the right location. In Outlook desktop, make sure the group is in your main Contacts folder, not a subfolder. In Outlook on the web, refresh the page and try again.

If a message bounces back with an error about one member, that person's email address may be wrong or no longer active. Open the group, check the spelling of that member's address, and update or remove it. If you are sending to a large group and some messages fail, ask your email administrator whether there are size limits on group sends in your organization.

If you created a group but cannot find it later, search your Contacts for the group name. In Outlook desktop, you can also check whether the group was saved to a different Contacts folder by accident — groups only appear in the folder where you created them.

Frequently Asked Questions

Can I create a group that includes other groups?

Yes. When you add members to a group, you can select another contact group as a member. This is useful if you have overlapping teams — for example, a "Company All-Hands" group that includes both "Engineering" and "Sales" groups. When you send to the larger group, Outlook expands all nested groups and sends to everyone.

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

A contact group is personal to you and stored in your Outlook account. A distribution list is managed by your organization's email administrator and shared across your company's email system. Distribution lists are better for large, permanent teams; contact groups are better for small, personal lists. You cannot create a distribution list yourself — your administrator must set it up.

If I delete a group, do the contacts in it get deleted too?

No. Deleting a group only removes the group itself. All the individual contacts remain in your Contacts folder. You can recreate the group later and add the same people back.

Can I send a group email from my phone?

Yes, if you use the Outlook mobile app. Open a new message, tap the "To" field, and search for the group name. The app will show your saved groups. Tap the group to add it, then compose and send as usual. The process is the same on iPhone and Android.

Why did my group email bounce back as undeliverable?

This usually means one or more email addresses in the group are invalid or inactive. Open the group, check each address for typos, and remove or correct any that look wrong. If the group is large, ask your email administrator to check whether there are restrictions on group size or whether any members have been deactivated.