Create a distribution list by opening your contacts and grouping people together

A distribution list in Outlook lets you send one email to multiple people at once by typing a single name. Instead of typing five email addresses every time you email your book club, you type "Book Club" and Outlook expands it to everyone on that list. You create these lists in your Contacts folder, and they work the same way whether you use Outlook on Windows, Mac, or the web version.

The steps differ slightly depending on which version of Outlook you have. The process is fastest in Outlook on the web, takes a few more clicks in Outlook for Windows, and requires a different menu in Outlook for Mac. All three methods end with the same result: a saved group you can reuse whenever you need it.

Key Takeaways

  • Distribution lists live in your Contacts folder and let you send one email to multiple people by typing the group name instead of individual addresses.
  • In Outlook on the web, you create a distribution list by going to Contacts, selecting New, and choosing Distribution List.
  • In Outlook for Windows, you use the New Contact Group button in the Home tab of the ribbon menu.
  • In Outlook for Mac, you create a group through the File menu, then add people by dragging them from your contacts or typing their addresses.
  • Once created, a distribution list stays in your Contacts folder and appears in your address book every time you compose a new email.

Creating a distribution list in Outlook on the web

Open Outlook in your web browser and click the Contacts icon in the left sidebar. If you do not see Contacts listed, click the app launcher (the grid of nine dots in the top left) and select Contacts from there.

At the top of the Contacts page, click New and then select Distribution List from the dropdown menu. A form will open asking for the name of your group. Type a clear name—"Marketing Team", "Family", "Monthly Dinner Group"—and add a description if you want one. The description is optional but useful if you have many lists and need to remember what each one is for.

Click Add Members. A window will open showing your contacts. Search for or select each person you want to add, then click Add. You can add people one at a time or select multiple names at once by holding Ctrl (or Cmd on Mac) and clicking each name. Once you have added everyone, click Add at the bottom of the window, then Save at the bottom of the form. Your distribution list is now ready to use.

Creating a contact group in Outlook for Windows

Open Outlook and go to the People view by clicking the People icon at the bottom of the left sidebar. In the Home tab of the ribbon menu at the top, click New Contact Group. A new window will open with a blank group form.

Type the name of your group in the Name field. Then click Add Members and select From Outlook Contacts. A list of your contacts will appear. Click each person you want to add, then click Add. If the person you want is not in your contacts yet, select Add Members again and choose New Email Contact, then type their name and email address.

Once you have added everyone, click Save and Close. The group will appear in your Contacts folder and in your address book whenever you start typing the group name in a new email.

Creating a group in Outlook for Mac

Open Outlook and click File in the menu bar at the top. Select New, then Distribution List. A form will open with a blank group. Type the name of your group in the Name field.

To add members, click the plus sign (+) button next to the Members field. A contacts window will open. Find and click each person you want to add, then click Add. You can also drag contacts directly from your main Contacts folder into the Members field if that window is open. Once all members are added, click Save. The group will now appear in your Contacts and be available whenever you compose an email.

Using your distribution list to send emails

Once your distribution list is created, using it is simple. Open a new email in Outlook and click in the To field. Start typing the name of your group. Outlook will show the group name in a dropdown menu. Click it to add the entire group to the To field.

When you send the email, everyone on the list receives it. If you need to remove someone from a single email without changing the list itself, click the group name in the To field to expand it, then delete the individual person's name. The next time you use the group, that person will still be on it.

Editing or deleting a distribution list

To change who is on a distribution list, open your Contacts folder and find the group. Double-click it to open the group form. You can add new members by clicking Add Members (or the plus sign on Mac), or remove someone by clicking their name and pressing Delete. Click Save when you are done.

To delete an entire distribution list, right-click it in your Contacts folder and select Delete. The list will be removed, but the individual people on it will remain in your contacts. Deleting a list does not send any emails or notify anyone—it only removes the group from your Outlook.

Sharing a distribution list with others

If you work in an organization with a shared mailbox or shared contacts folder, you can create a distribution list there so your team can use it too. The steps are the same, but you create the list in the shared folder instead of your personal Contacts. In Outlook for Windows, right-click the shared folder and select New Contact Group. In Outlook on the web, navigate to the shared folder before clicking New.

If you want to send a distribution list to a colleague so they can add it to their own Outlook, you will need to export it. In Outlook for Windows, right-click the group and select Forward, then choose As an Attachment. Send the file to your colleague, who can then import it into their Contacts. On the web and on Mac, this option is not available—your colleague would need to create the list themselves or you would need to add them to a shared folder version.

Frequently Asked Questions

Can I create a distribution list on my phone?

The Outlook mobile app does not have a way to create distribution lists. You can use lists you have already created on your computer or web browser, but to make a new one, you need to use Outlook on the web, Outlook for Windows, or Outlook for Mac. Once created, the list will sync to your phone and you can use it to send emails.

What is the difference between a distribution list and a contact group?

In Outlook, these terms mean the same thing. "Distribution list" is the official name, but Outlook for Windows calls the feature "Contact Group" in its menus. They work identically—both let you send one email to multiple people by using a single name.

Can I add a distribution list to another distribution list?

Yes. When you click Add Members, you can select other distribution lists in addition to individual contacts. This is useful if you have overlapping groups—for example, you could create an "All Staff" list that includes your "Marketing Team" list and your "Sales Team" list.

Will people know they are on a distribution list when I email them?

Yes. When you send an email to a distribution list, everyone on the list can see all the other names in the To field (or the group name, depending on your Outlook settings). They will know it was a group email, but they will not know the full membership of the list unless you tell them.

What happens if someone's email address changes after I add them to a distribution list?

The list will still have their old email address. You will need to edit the group, remove the person with the old address, and add them again with their new address. Outlook does not automatically update email addresses in distribution lists when a contact changes.