Creating a distribution list or contact group in Outlook
An email group in Outlook lets you send one message to multiple people at once by typing a single name. Outlook calls these distribution lists (in Exchange accounts) or contact groups (in personal accounts). The steps differ slightly depending on whether you use Outlook desktop, Outlook on the web, or Outlook for Mac, but the result is the same: one address that expands to reach everyone you add to it.
The fastest way to create a group is to start from your Contacts folder, select the people you want to include, and build the group from there. You can also create an empty group first and add members later. Once created, the group appears in your address book and autocompletes when you type its name in the To field.
Key Takeaways
- Desktop Outlook groups are called contact groups and live in your Contacts folder; Exchange accounts can also create distribution lists through the admin center.
- To create a group in Outlook desktop, go to Contacts, select New Contact Group, add members by typing names or selecting from your address book, and save.
- Outlook on the web groups are created through the People app by selecting contacts and choosing Create Group from the toolbar.
- Once saved, a group name autocompletes in the To field just like a single contact, and you can edit or delete members at any time.
- Personal contact groups sync across your devices if you use a Microsoft account, but distribution lists in Exchange require admin permissions to create.
Creating a contact group in Outlook desktop
Open Outlook and go to the Contacts folder (or People folder, depending on your version). At the top of the window, click the New Contact Group button. A blank group window opens. Type a name for the group in the Name field — something clear like "Marketing Team" or "Project Reviewers".
Click Add Members and choose Add from Outlook Contacts. A dialog box appears showing your contacts. Select each person you want to add by clicking their name, then click Members to move them to the group. You can also type a name directly into the Members field if the person is not in your contacts yet. When you have added everyone, click Save & Close.
The group now appears in your Contacts folder. To send an email to the group, start a new message, click in the To field, type the group name, and it autocompletes. Outlook expands the group to show all members when you send the message.
Creating a group in Outlook on the web
Log into Outlook on the web and click the People app icon (usually at the bottom left of the screen). Select the contacts you want to add to a group by clicking the checkbox next to each name. You can select multiple people at once.
Once you have selected everyone, click the Create Group button in the toolbar at the top. A panel opens on the right side. Type a name for the group and add a description if you want one. Click Create. The group is now saved and appears in your contacts list.
To add more people to the group later, click the group name to open it, then click Edit and use the Add Members option. You can remove members the same way by clicking the X next to their name.
Creating a group in Outlook for Mac
Open Outlook and click the People icon in the navigation pane on the left. Click the New Group button (or press Command + N). A new group window opens. Type a name for the group in the Name field.
Click Add Contact to add members one at a time, or drag contacts from your address book directly into the group window. You can also type a name or email address directly if the person is not yet in your contacts. When you are finished, click the red close button or press Command + W to save the group.
Adding and removing members from an existing group
To edit a group you have already created, open your Contacts folder and double-click the group name. In the group window, click Add Members to include new people, or click the X next to a member's name to remove them. In Outlook on the web, click the group, then click Edit to make changes.
Changes to a contact group are saved automatically. If you delete a member from a group, they are removed only from that group — they remain in your main contacts list. If you delete the group itself, the individual contacts are not affected.
Distribution lists versus contact groups
If you use Outlook through a work or school account with Exchange, your organization may have distribution lists in addition to contact groups. Distribution lists are managed by your IT department or administrator and often include large teams or departments. You cannot create a distribution list yourself unless you have admin permissions.
Contact groups are personal and stored on your device or in your Microsoft account. Distribution lists are stored on the Exchange server and shared across your organization. For most personal or small-team use, a contact group is what you need. Ask your IT department if you need to create a distribution list for a large group or department.
Troubleshooting groups that do not autocomplete
If you type a group name and it does not autocomplete in the To field, 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. Groups in subfolders sometimes do not autocomplete.
If you recently created the group, try closing and reopening Outlook. The address book cache sometimes needs to refresh. In Outlook on the web, make sure you are in the correct mailbox if you have multiple accounts. Groups created in one mailbox do not appear in another.
Frequently Asked Questions
Can I create a group with people outside my organization?
Yes. Contact groups can include anyone with an email address, whether they use Outlook or not. Type their email address directly into the Members field when creating the group. When you send a message to the group, Outlook sends it to all members, internal and external.
What happens if I delete a group?
The group is removed from your Contacts folder and no longer appears in your address book. The individual people in the group remain in your contacts. Any emails you already sent to the group are not affected. You can recreate the group at any time.
Can I send a group email without showing everyone's addresses?
Yes. When you send to a contact group, Outlook shows only the group name in the To field, not the individual members. Recipients see the group name, not a list of all addresses. If you want to hide addresses from recipients, use the Bcc field instead, but this only works for individual contacts, not groups.
Do groups sync across my devices?
Contact groups sync if you use a Microsoft account and Outlook on multiple devices. Groups created in Outlook desktop appear in Outlook on the web and on your phone. Distribution lists in Exchange sync the same way. Local groups created in a standalone Outlook setup do not sync.
Can I create a group from an email thread?
Not directly, but you can create a group and then add the people from the thread manually. Open the thread, note the email addresses or names, then create a new group and add them. Some versions of Outlook allow you to select multiple emails and create a group, but this varies by version and account type.