Create a contact group in three steps
A contact group in Outlook is a saved list of email addresses under one name. Instead of typing five people's addresses every time you email your team, you type the group name once. Outlook then sends to everyone in that group automatically.
To create one, open Outlook and go to the People tab (or Contacts in older versions). Click New Contact Group or New Group depending on your version. Give the group a name — something like "Marketing Team" or "Project Leads" — then add members by clicking Add Members and selecting people from your contacts or typing their email addresses directly. Save the group when you're done.
Once saved, the group appears in your contacts list. When you start typing the group name in the To field of a new email, Outlook suggests it. Click the suggestion or finish typing the name, and Outlook expands it to show all members before you send.
Key Takeaways
- Contact groups let you send one email to multiple people by typing a single group name instead of individual addresses.
- You create a group in the People or Contacts tab, give it a name, and add members by selecting them from your existing contacts or pasting their email addresses.
- Outlook shows you all members of the group before the email sends, so you can verify you're reaching the right people.
- You can edit a group later by opening it from your contacts and adding or removing members at any time.
- Contact groups work the same way whether you use Outlook on the web, desktop, or mobile — the group syncs across all versions.
Where to find the New Contact Group button
The location of the button changes slightly depending on which version of Outlook you use. In Outlook on the web (Outlook.com or your work account through a browser), click the People icon in the left sidebar, then look for a New Group or New Contact Group button near the top of the screen.
In Outlook desktop (the program you install on your computer), click the People tab at the bottom of the window. The ribbon at the top shows a New Contact Group button. If you don't see it, make sure you're in the People section, not the Mail section.
On Outlook mobile (iPhone or Android), the process is different. Tap the People tab, then tap the plus icon or menu button to create a new group. The exact button location depends on whether you use iOS or Android, but it's always near the top of the People screen.
Adding members to your group
When you create a new group, Outlook opens a window where you can add members. Click Add Members and you'll see two options: From Outlook Contacts (people already saved in your address book) or From Directory (if you're using a work account, this searches your company's full directory).
Select the people you want to add. You can add multiple people at once by holding Ctrl (or Cmd on Mac) and clicking each name. If someone isn't in your contacts yet, type their full email address directly into the member field and Outlook adds them. You don't need to save them as a contact first.
After you add all members, review the list to make sure everyone is there and spelled correctly. Then click Save or Create depending on your version. The group now appears in your contacts with a group icon next to its name.
Editing and removing members later
Contact groups aren't permanent once you create them. Open your contacts, find the group by name, and double-click it to open the group details. From there, you can add new members by clicking Add Members again, or remove existing members by selecting their name and clicking Remove.
If you want to delete the entire group, right-click it in your contacts list and select Delete. This removes the group but does not delete the individual contacts inside it — they stay in your address book. You can recreate the group later if you change your mind.
Changes to a group sync across all your devices within a few minutes. If you edit a group on your desktop, the change appears on your phone and web version automatically.
Using a contact group to send email
To send an email to your group, start a new message and click in the To field. Begin typing the group name — Outlook shows suggestions as you type. Click the group name when it appears, or finish typing and press Enter. Outlook expands the group to show all member addresses.
Before you send, you'll see the full list of recipients. This is your chance to verify you're sending to the right people. If you need to remove someone from this email only (without editing the group itself), click the X next to their name. If you need to add someone, click the plus icon and select them.
The recipients see the group name in the To field, not the individual addresses — unless you expand the group before sending. This keeps the email cleaner and makes it clear the message went to a team or department rather than a random collection of people.
Contact groups versus distribution lists
If you use Outlook through a work account, you might see both contact groups and distribution lists. They work similarly but have one key difference: a distribution list is managed by your IT department and usually includes many people across your organization. A contact group is personal — only you can see it and edit it.
Use a contact group for small teams you work with regularly, like your immediate project group or a standing meeting attendee list. Use a distribution list when your company has already set one up for a department or function, like "All Engineering" or "Finance Team". You can't edit a distribution list yourself, but you can add it to emails the same way you add a contact group.
Both types of lists appear in your contacts and work identically when you send email. The main difference is who controls the membership and how many people are typically included.
Frequently Asked Questions
Can I create a contact group on my phone?
Yes, but the process is easier on desktop. On iPhone or Android, open the People app, tap the plus icon, and select the option to create a new group. Type the group name and add members by searching your contacts. The mobile interface is simpler than desktop but works the same way.
What happens if I remove someone from a contact group?
They are removed from the group only. They stay in your regular contacts list, and any past emails you sent to the group still show their address. Future emails to the group will not include them unless you add them back.
Can other people see my contact groups?
No. Contact groups are private to your account. Other people cannot see which groups you've created or who is in them. If you want to share a group with coworkers, ask your IT department about creating a distribution list instead, which is visible to others in your organization.
Do I need to add someone to my contacts before adding them to a group?
No. You can type an email address directly into the group member field without saving that person as a contact first. They'll be added to the group, but won't appear in your main contacts list unless you save them separately.
Can I nest groups inside other groups?
Not in most versions of Outlook. You cannot create a group that contains another group. However, you can add the same person to multiple groups, so if someone belongs to both "Marketing Team" and "Project Leads", they'll receive emails sent to either group.