Creating a group in Outlook puts multiple people in one contact entry so you can email them all at once

A group in Outlook is a saved list of email addresses under a single name. Instead of typing five email addresses every time you want to reach your team, you type the group name once. Outlook stores groups in your Contacts, and you can add or remove people from a group anytime.

The steps differ slightly depending on whether you use Outlook on the web, Outlook desktop for Windows, or Outlook for Mac. This guide covers all three, starting with the desktop version most people use.

Key Takeaways

  • A group in Outlook is a single contact that holds multiple email addresses, so you can send one message to everyone at once by typing the group name.
  • On Outlook desktop, you create a group by opening Contacts, selecting New Contact Group, and adding members one by one or pasting a list.
  • On Outlook on the web, groups are called distribution lists and are created from the People section using the New Group button.
  • You can edit a group after creating it by opening it, selecting Edit, and adding or removing members.
  • Groups you create are stored locally on your computer (desktop) or in your online account (web), so they follow you when you sign in elsewhere.

Creating a group in Outlook desktop for Windows

Open Outlook and go to the Contacts section by clicking the Contacts icon at the bottom left of the window. If you do not see it, click the three dots (More) and select Contacts from the menu.

Click the New Contact Group button in the toolbar at the top. A new window opens with a blank group form. Type a name for your group in the Name field — something like "Marketing Team" or "Project Leads". This is the name you will type when you want to email everyone in the group.

Click Add Members and choose Add from Outlook Contacts. A list of your saved contacts appears. Click each person you want to add, then click OK. If someone is not in your contacts yet, click Add Members again and choose New Email Contact, then type their name and email address.

Once you have added everyone, click Save & Close. The group now appears in your Contacts folder and is ready to use. To send an email to the group, start a new message, click in the To field, type the group name, and it will appear as an option — click it to add the whole group.

Creating a group in Outlook on the web

Sign in to Outlook on the web at outlook.com or your work account. Click the People icon on the left sidebar (it looks like a person's head). If you do not see it, click the app launcher (the grid of nine dots) and select People.

Click the New Group button near the top of the page. A form appears asking for a group name and optional description. Type the group name in the first field. The description is optional but helpful if others in your organization will use this group.

Click Add Members and start typing a person's name or email address. Outlook shows matching contacts as you type — click the person you want to add. Repeat this for each member. You can also paste a list of email addresses separated by semicolons if you have them ready.

Click Create when you are done. The group is now saved in your People section. To email the group, start a new message, click in the To field, type the group name, and select it from the dropdown that appears.

Creating a group in Outlook for Mac

Open Outlook and click the People icon in the toolbar at the top. Click the New Group button (or press Command+N and select Group from the menu). A new group window opens.

Type the group name in the Name field. Click the plus sign (+) button to add members. A contacts list appears — select each person you want to add. If someone is not in your contacts, type their name and email address directly into the member field.

Click Save when you are finished. The group is now stored in your Contacts. To use it, open a new email, click in the To field, type the group name, and select it from the suggestions that appear.

Adding or removing people from an existing group

You can change a group's members anytime without creating a new one. Open your Contacts, find the group, and double-click it to open it. Click the Edit button (or on Mac, click Edit Group).

To add someone, click Add Members and select the person from your contacts or type their email address. To remove someone, click their name in the member list and click the minus sign (-) or Delete button. Click Save & Close when you are done.

On Outlook on the web, open the group, click the pencil icon to edit, add or remove members, and click Save. Changes take effect immediately.

What happens when you send an email to a group

When you type a group name in the To field and send a message, Outlook expands the group and sends the email to every address in it. Each person receives the message individually — they do not see the other recipients' addresses unless you put the group in the To field instead of Bcc.

If you want to hide the member list from recipients, put the group in the Bcc (Blind Carbon Copy) field instead. Click the Bcc button in the message compose window if you do not see it, then type the group name there. Recipients will not see who else received the message.

Groups stored locally versus groups in your online account

Groups you create in Outlook desktop are stored on your computer by default. If you sign in to Outlook on a different computer, those groups will not appear there. To use the same groups across multiple devices, create them in Outlook on the web instead — they sync to your account and appear wherever you sign in.

If you use Outlook through work, your organization may have created shared groups that everyone can use. These appear in your Contacts automatically and cannot be edited by individual users — only your IT department can change them.

Frequently Asked Questions

Can I create a group with people outside my organization?

Yes. You can add any email address to a group, whether they use Outlook, Gmail, or any other email service. Type their email address when adding members, and they will receive messages sent to the group just like anyone else.

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

In Outlook on the web, groups are called distribution lists. They work the same way — they hold multiple email addresses under one name. The terminology differs between Outlook desktop and Outlook on the web, but the function is identical.

Can I send a group to someone else so they can use it?

Groups created in Outlook desktop are stored locally and cannot be easily shared. If you use Outlook on the web or work Outlook, you can share a group by adding another person as an owner, but this depends on your organization's settings. Contact your IT department to learn what sharing options are available.

What happens if I delete someone from a group?

Deleting someone from a group only removes them from that list — it does not delete them from your Contacts or affect any previous emails. Future messages sent to the group will not reach that person. The change takes effect immediately.

Can I create a group of groups?

Outlook does not support nested groups (groups within groups). You can only add individual email addresses to a group. If you need to email multiple overlapping teams, create separate groups for each team instead.