Gmail groups let you send one message to multiple people at once

An email group in Gmail is a saved list of email addresses that you can send messages to all at once. Instead of typing five or ten addresses into the "To" field every time, you type the group name once. Gmail calls this a contact group, and it lives in your Contacts, not in Gmail itself — which means you can use the same group in Gmail, Google Calendar invites, and other Google services.

The process takes about two minutes. You either create a new group from scratch and add people to it, or you select existing contacts and bundle them into a group. Either way, once it exists, you can use it to send messages to everyone in it at the same time.

Key Takeaways

  • Contact groups are created in Google Contacts, not in Gmail itself, though you can access them from Gmail's compose window.
  • You can create a group by going to contacts.google.com, clicking "Create label," and adding people one by one or all at once.
  • Once a group exists, typing its name in the "To" field of a Gmail message will auto-complete and let you send to everyone in it.
  • You can add or remove people from a group at any time, and changes take effect immediately for future messages.
  • Groups created in Google Contacts are also available when you invite people to Google Calendar events.

Create a new group in Google Contacts

Open contacts.google.com in your browser. On the left side, you'll see a menu. Look for the option that says "Create label" — this is how Gmail names contact groups. Click it, type a name for your group (like "Book Club" or "Project Team"), and press Enter.

Now you have an empty group. To add people to it, click the group name to open it, then click the "Add contacts" button (usually a plus sign or "Add members" text). You can type names or email addresses one at a time, or paste a list of addresses separated by commas. As you type, Gmail will suggest contacts you've already emailed — click them to add them. When you're done, click "Save."

Add existing contacts to a group

If you already have people in your Contacts and want to group them together, you don't have to start over. Go to contacts.google.com, find the first person you want to add to the group, click their name to open their card, and look for a label icon (usually looks like a tag). Click it, then select the group you want to add them to, or create a new group right there.

Repeat this for each person you want in the group. It's slower than pasting a list, but it works if you're adding a few people at a time. You can also select multiple contacts at once by clicking the checkbox next to each name, then clicking the label icon to add them all to a group in one step.

Use your group to send an email

Open Gmail and click "Compose" to start a new message. In the "To" field, start typing the name of your group. Gmail will show it in the dropdown menu — click it to add the whole group. The group name will appear in the "To" field, and when you send, everyone in that group gets the message.

Gmail does not show you the individual addresses when you use a group name — you just see the group name itself. If you want to double-check who's in the group before sending, click the group name in the "To" field and Gmail will expand it to show all the addresses.

Edit or delete a group

To add or remove people from a group later, go to contacts.google.com, click the group name, and you'll see all the members. Click "Add contacts" to add more people, or hover over a person's name and click the X to remove them. Changes take effect immediately — the next message you send to that group will use the updated list.

To delete a group entirely, go to contacts.google.com, right-click the group name on the left, and select "Delete label." This removes the group but does not delete the individual contacts — they stay in your Contacts app.

Differences between groups and mailing lists

A Gmail contact group is different from a mailing list. A contact group is just a list you own and manage — only you can send to it, and only people you've added to it receive messages. A mailing list (sometimes called a Google Group) is a shared inbox that multiple people can send to and receive from, and it has its own email address. For most everyday use, a contact group is simpler and faster to set up.

If you need a group where multiple people can send messages and see replies, or where people can join and leave on their own, you'd want a Google Group instead. But if you just need to email the same set of people regularly, a contact group is the right tool.

Troubleshooting common issues

If you create a group in Google Contacts but it doesn't show up when you type in Gmail's "To" field, wait a few minutes — sometimes it takes a moment to sync. If it still doesn't appear, try refreshing Gmail or signing out and back in. If you're using a work or school Gmail account, your administrator may have disabled contact groups, in which case you won't be able to create them.

If you add someone to a group but they don't receive a message you sent to that group, check that their email address is spelled correctly in your Contacts. If the address is wrong there, it's wrong in the group too. You can fix it by clicking the contact's name in Contacts, editing the email address, and saving.

Frequently Asked Questions

Can I send a message to a group without showing everyone's email addresses?

Yes. When you use a contact group, recipients see only the group name in the "To" field, not the individual addresses. If you want to hide addresses even more, use the "Bcc" field instead of "To" — but then you can't use a group name, you'd have to paste addresses manually.

What happens if I remove someone from a group after I've already sent them a message?

Removing someone from a group does not affect messages you've already sent — they keep those emails. It only affects future messages. The next time you send to that group, the removed person will not receive it.

Can I create a group with the same name as another group?

No. Gmail requires each group name to be unique within your Contacts. If you try to create a group with a name that already exists, Gmail will show an error. You can rename an existing group by going to contacts.google.com, right-clicking the group name, and selecting "Rename label."

Do contact groups work on my phone?

Yes, if you're using the Gmail app or Google Contacts app on Android or iPhone. The groups you create on your computer sync to your phone automatically. You can use them to send messages the same way you do on a computer.

Can I share a contact group with someone else?

Contact groups are personal to your account — you can't share them directly. If someone else needs the same group, they have to create it themselves. If you need a shared list that multiple people can use, a Google Group is a better choice.