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If you have ever found yourself typing out the same list of email addresses over and over again, you already know how tedious it gets. One wrong address and someone important gets left out. It is the kind of friction that adds up fast. That is exactly where knowing how to create a group email in Outlook comes in handy.
Whether you are coordinating with your entire department, sending newsletters to clients, or just keeping a project team in the loop, Outlook lets you group all those contacts into one single address. One name in the To field and everyone gets it, no copy-pasting, no missing anyone, no mess.
In this blog, we will walk you through everything you need to know about how to make an email group in Outlook: both on the desktop app and the web version, so you can start saving time from your very next email.
What Is a Group Email in Outlook?
Group email in Outlook is a contact list that has been stored in order to be able to send email to all members of the list by using one name or one address only. Instead of writing down ten different emails when wanting to send something to the team, one just needs to enter the name of the group.
And now things get a little bit more interesting. There are two options that Outlook provides when it comes to creating email groups in Outlook:
Contact Groups (also known as Distribution Lists)
This is an easier option. One just creates a private list of contacts, which is kept in their account and sends mail to all the contacts through just entering the name of the group. It is stored in one’s contacts and is completely invisible for others.
Microsoft 365 Groups
This is a more advanced option and is made to enable collaboration within teams. Microsoft 365 Group includes such tools as a shared mailbox, shared calendar, SharePoint site, and even Teams connection.
For most people reading this guide, the Contact Group is what you are looking for, and that is exactly what we will focus on. It is quick to set up, easy to use, and works across both the Outlook desktop app and the web.
How to Create a Group Email in Outlook on Desktop
When using the Outlook desktop application for Windows, this may be the fastest way to create your distribution group. It takes less than five minutes, and you only need to do this one time.
Here is how to do it step by step:
Step 1: Open Outlook and Go to People
Open your Outlook desktop app. On the bottom left of the screen, click the People icon, it looks like a small silhouette. This will take you to your contact’s section.
Step 2: Create a New Contact Group
On the top ribbon, click New Contact Group. A new window will pop up asking you to name your group. Choose something clear and easy to remember, like: Marketing Team or Weekly Newsletter List.
Step 3: Add Members
Click Add Members and choose from the dropdown, you can add people from your Outlook contacts, your address book, or simply type in a new email address manually. Keep adding until everyone is in.
Step 4: Save and Close
Once your list is complete, hit Save and Close at the top left. That is, it, your group is created and ready to use.
Next time when you want to send an email to all those members in this particular group, just enter the name of the group in the To field in the email message window.
How to Create a Group Email in Outlook on Web
Not everyone works from the desktop app, and the good news is that the web version of Outlook makes it just as easy to create an email group in Outlook. Here is how to do it straight from your browser.
Step 1: Open Outlook on the Web
Head over to outlook.live.com or outlook.office.com and sign in to your account. Once you are in, look for the People icon on the left sidebar, it is usually near the bottom of the navigation panel.
Step 2: Create a New Contact List
Click on New Contact and from the dropdown that appears, select New Contact List. This is Outlook’s web version of a Contact Group, same idea, slightly different name.
Step 3: Name Your Group
Give your list a name that makes sense for your use case. Something like: Client Updates or Sales Team works perfectly. The clearer the name, the easier it is to find later.
Step 4: Add Members
Start typing names or email addresses in the members’ field. Outlook will suggest contacts from your address book as you type. Add everyone you need and double check the list before moving on.
Step 5: Save Your Group
Hit Create and your contact list is saved. That is all there is to it.
As is the case with the desktop application, you will be able to type in the name of the group in the To field whenever you compose an email, and Outlook will fill out all the addresses. And if you use both Outlook and Google, you might also find it useful to know how to add Outlook Calendar to Google Calendar, so your scheduling stays in sync across both platforms.
How to Edit or Manage Your Group in Outlook
It is natural for people to evolve, teams to expand, and contacts to get updated. Luckily enough, it is equally simple to edit your team in Outlook as it was to create it.
How to Edit a Group on Desktop
Open the People section from the bottom left of your Outlook desktop app. Find the contact group you want to update and double click on it to open it. From here you can:
- Add new members by clicking Add Members and selecting contacts.
- Remove existing members by selecting their name and hitting the Remove Member button.
- Rename the group by simply editing the name at the top.
Once you are done making changes, click Save and Close and your updated group is ready to use.
How to Edit a Group on Web
In the web version, navigate to the People option in the left sidebar menu. Go ahead and click on the list, then choose Edit from the drop-down menu. It is as easy to add or delete contacts now as it was before.
How to Delete a Group
If you no longer need a group, simply right click on it in the People section and select Delete. This removes the group from your contacts but does not delete any of the individual contacts inside it, so no need to worry about losing anyone from your address book.
And if you like keeping your Outlook experience polished and fun, it is worth knowing that you can also learn how to add emojis to Outlook emails and subject lines to make your group communications a little more engaging and easier to scan at a glance.
Things to Know Before Using Group Emails in Outlook
Before you start sending emails to your newly created group, there are a few things worth keeping in mind.
Your group is private by default
When you set up a contact group in your Outlook account, only you can see and use it. Your co-workers will not have access to your groups and will be unable to utilize them. In case you want to create a group available for everyone in the office, consider creating Microsoft 365 Groups.
Use BCC for privacy when needed
If you are sending an email to a group where all the members are strangers, for example, a client list, then try putting the entire group in the BCC field instead of To, as doing that will prevent anyone from seeing others’ email addresses.
Troubleshoot if something seems off
In case you have done everything right, yet the group emails are not getting through, there is always a chance that the problem lies somewhere else. Server settings and filters may be the cause of the problem. The article about Outlook not receiving emails will help you identify the causes and fix them.
Conclusion
Setting up a group email in Outlook is one of those small things that makes a surprisingly big difference. Once it is done, you just type the group name and everyone gets the email; no fuss, no missed people, no wasted time.
Regardless of whether you are using the software on your desktop or the online version, the entire thing takes five minutes and needs to be done just once. That’s the charm about it.
As you get more comfortable with Outlook, little things like learning how to add Outlook Calendar to Google Calendar or knowing what to do when Outlook not receiving emails can make your day-to-day even smoother.
Frequently Asked Questions
How to create a group email in Outlook?
Go to the People tab in Outlook, select New Contact Group, enter its name, list down the members, and click Save and Close. There you have it; your email group is good to go immediately.
Can I create an email group in Outlook on the web?
Yes, absolutely. Head to the People section on outlook.live.com or outlook.office.com, click New Contact List, add your members, and save. It works just as smoothly as the desktop version.
How to make an email group in Outlook that the whole team can use?
If you want a group email which the whole team can access, a normal contact group is not what you’re looking for. For that purpose, you would require creating a Microsoft 365 group.
Can I add or remove members from my group later?
Yes. Simply revisit the People folder, access your contact group, and make modifications at any time. You will be able to add members, delete members, or rename your contact group without affecting other things.
What should I do if my group emails are not being delivered?
In case the email is not getting through to your contacts, the problem does not lie with the group you are trying to reach. Visit our troubleshooting page for emails not received in Outlook for more information.
