The fastest way to add a group email in Outlook
To add a group email in Outlook, you create a contact group (called a distribution list in some versions) that holds multiple email addresses under one name. When you send to that group name, the message goes to everyone in it at once. The steps differ slightly depending on whether you use Outlook on the web, Outlook desktop for Windows, or Outlook for Mac.
The core process is the same across all versions: you open your contacts, create a new group, add members by typing their email addresses or selecting them from your existing contacts, and then save the group with a name you'll recognize. Once saved, the group appears in your address book and you can use it like any other contact.
Key Takeaways
- Outlook contact groups let you send one email to multiple people by typing a single group name instead of adding each address individually.
- In Outlook on the web, you create groups through the People app and can add members by email address or by selecting existing contacts.
- In Outlook desktop for Windows, you build groups through File > New > Group, then add members and save with a descriptive name.
- You can edit a group later to add or remove members, and members can be added from your contacts or typed in as new addresses.
How to create a group in Outlook on the web
Open Outlook on the web and go to the People app (the icon that looks like a person's silhouette). In the left sidebar, select New contact and then choose New group from the dropdown menu. Give your group a name — something clear like "Marketing Team" or "Project Leads" — and then add members.
To add members, type an email address in the field that appears, or start typing a name to search your existing contacts. When you find the person you want, click their name to add them. Repeat this for each person in the group. You can add as many members as you need. Once you've added everyone, click Create to save the group.
How to create a group in Outlook desktop for Windows
Open Outlook and go to the Home tab. Click New Items (or New depending on your version), then select More Items and choose Contact Group. A new window opens where you name your group and add members.
Click Add Members to open a dialog. You can add people from your contacts by selecting them from the list, or click New Email Contact to type in an email address that isn't already in your contacts. Add as many members as you need, then click Save & Close. The group now appears in your contacts and address book.
How to create a group in Outlook for Mac
Open Outlook and click the People icon in the toolbar. In the left sidebar, right-click in the contacts area and select New Group. Type a name for your group in the window that appears.
Click the plus sign (+) to add members. You can select existing contacts from the list or type a new email address. Add everyone you need, then close the window. The group is automatically saved and appears in your contacts.
Adding and removing members from an existing group
You can edit a group at any time to add new members or remove people who no longer need to be included. In Outlook on the web, go to People, find the group, and click it to open. Click Edit, then add or remove members as needed, and click Save.
In Outlook desktop for Windows, double-click the group in your contacts to open it, then click Add Members or select a member and click Remove. Click Save & Close when you're done. On Mac, double-click the group, click the plus sign to add members, or select a member and press Delete to remove them.
What happens when you send to a group
When you compose an email and type the group name in the To, Cc, or Bcc field, Outlook recognizes it and shows the group in your suggestions. Click the group name to add it. The email will be sent to every member of that group, but the recipients will see the group name in the To field, not a list of individual addresses.
If you want members to see each other's addresses, use the To field. If you want to keep the member list private, use the Bcc field instead — this hides all recipient addresses from everyone who receives the email.
Sharing a group with colleagues
Contact groups you create in Outlook are stored locally on your device or account and are not automatically shared with others. If you want colleagues to use the same group, you have a few options. In Outlook on the web, you can export the group and send it to someone else, or they can create their own copy by adding the same members.
For teams that need shared distribution lists, consider using Microsoft 365 Groups or Teams channels instead, which allow multiple people to manage the same group. These are more powerful than contact groups and work better for ongoing team communication. Your organization's IT department can set these up if you need them.
Frequently Asked Questions
Can I add a group to another group?
No, Outlook does not support nested groups — you cannot add a contact group as a member of another contact group. You can only add individual email addresses or existing contacts to a group. If you need complex group structures, ask your IT department about distribution lists in Exchange or Microsoft 365 Groups.
What happens if someone's email address changes?
You need to edit the group manually and update the address. Open the group, find the member with the old address, remove them, and add them again with the new address. There is no automatic sync, so the group will not update on its own.
Can I delete a group I created?
Yes. In Outlook on the web, right-click the group and select Delete. In Outlook desktop, right-click the group in your contacts and choose Delete. On Mac, select the group and press Delete. Once deleted, the group is removed from your contacts and you cannot send to it anymore.
Will members know they are in a group?
No, members do not receive a notification that they have been added to a group. They will only know they are in a group when they receive an email sent to that group name. If you want them to know in advance, you need to tell them separately.
Can I use a group email address to receive replies?
No, contact groups are for sending only. Replies go to the sender, not to the group address. If you need a shared inbox where multiple people can receive and respond to messages sent to one address, you need a shared mailbox or a Microsoft 365 Group, which your IT department can set up.