Adding a person to an Outlook contact group takes three steps: open the group, click add member, and pick the contact
To add someone to a contact group in Outlook, open the group you want to edit, select the option to add a member, then choose the contact from your address book. The exact steps depend on whether you use Outlook on the web, the desktop app for Windows, or Outlook on Mac — but the process is similar across all three.
Contact groups (sometimes called distribution lists) let you send one email to multiple people at once without typing each address. Once you add someone to a group, they stay there until you remove them, so you can reuse the group for future emails.
Key Takeaways
- You can only add contacts that already exist in your Outlook address book — you cannot create a new contact while adding them to a group.
- In Outlook on the web, you edit a group by clicking it, then selecting the pencil icon to open edit mode.
- In Outlook desktop for Windows, right-click the group name and choose Edit Group to open the member list.
- On Mac, double-click the group name, then use the plus button to add members one at a time.
- Changes to a group save automatically in the web version, but you must click Save in the desktop app.
Adding a member in Outlook on the web
Open Outlook in your browser and go to the People section by clicking the grid icon in the bottom left corner, then selecting People. Find the contact group you want to edit in your list on the left side.
Click the group name once to select it, then look for the pencil icon (edit button) that appears at the top of the group details panel on the right. Click that pencil icon to enter edit mode. You will see a list of current members with a field that says "Add a member" or shows a plus icon.
Click in the add member field and start typing the name of the contact you want to add. Outlook will show you matching contacts from your address book. Click the person's name when you see them in the dropdown list. Repeat this step for each person you want to add. When you are done, click outside the edit area or navigate away — your changes save automatically.
Adding a member in Outlook desktop for Windows
Open Outlook and go to the People view by clicking People in the left navigation panel. Find your contact group in the list. Right-click the group name and select Edit Group from the menu that appears.
A window will open showing the current members of the group. Look for a button labeled Add Members or a plus icon near the member list. Click it to open a dialog where you can search for and select contacts. Type the name of the contact you want to add in the search field. When you see the person's name appear, click it to select them, then click the Add button.
You can add multiple people by repeating this process. Once you have added everyone you want, click the Save button at the bottom of the window. The group now contains the new members.
Adding a member in Outlook on Mac
Open Outlook and click the People icon in the left sidebar. Find the contact group you want to edit and double-click its name. The group details window will open, showing all current members.
Look for a plus button or an Add button near the member list. Click it to open a contact picker. Type the name of the person you want to add in the search field. When their name appears in the results, click it to select them, then click Add. Repeat for each person you want to add to the group.
When you are finished adding members, close the group details window by clicking the red close button in the top left corner. Your changes save automatically.
What to do if the contact is not in your address book
Contact groups can only contain people who are already saved in your Outlook contacts. If the person you want to add does not appear when you search, you need to create a contact for them first.
In Outlook on the web, go to People and click New Contact. Fill in their name and email address, then click Save. In the desktop app for Windows, click New Contact in the Home tab, enter their details, and click Save. On Mac, click the plus button in the People view and enter their information.
Once the contact is saved, go back to your group and add them using the steps above. They will now appear in your search results.
Removing someone from a contact group
If you need to remove a person from a group, the process is similar to adding them. In Outlook on the web, open the group in edit mode (click the pencil icon), find the person's name in the member list, and click the X next to their name. In the desktop app for Windows, right-click the group, select Edit Group, click the person you want to remove, and click Remove. On Mac, double-click the group, click the person's name, and click the minus button.
Save your changes when you are done. The person will no longer receive emails sent to that group.
Frequently Asked Questions
Can I add someone to a group if they are not in my contacts?
No. You must create a contact for them first by going to People, clicking New Contact, and entering their name and email address. Once they are saved in your contacts, you can add them to any group.
Do I need to save changes after adding someone to a group?
In Outlook on the web, changes save automatically. In the desktop app for Windows and on Mac, you must click Save after making changes. If you do not see a Save button, your changes have already been saved.
Can I add the same person to multiple groups?
Yes. A contact can belong to as many groups as you want. Adding them to one group does not remove them from another.
What happens if I add someone to a group and then delete their contact?
The person will remain in the group, but you will not be able to edit or view their details from the group. It is best to remove them from the group before deleting their contact information.
Can I add a group to another group?
This depends on your Outlook version and whether your account uses Microsoft 365 or an older version. In most cases, you can only add individual contacts to groups, not other groups. Check with your IT department if you need to nest groups.