A group email in Outlook is a distribution list that sends one message to multiple people at once

A group email (also called a distribution list or distribution group) is a single email address that represents multiple people. When you send a message to the group address, everyone in it receives a copy. You create it in Outlook by naming the group, adding members, and saving it to your contacts. The group then appears in your address book like any other contact, ready to use whenever you need to reach that set of people together.

Group emails are useful for recurring teams — a book club, a project team, a family group, or a standing meeting attendee list. They save you from typing the same addresses over and over, and they make it less likely you'll accidentally leave someone out. They also keep the group membership in one place, so if someone's email changes, you update it once and the group automatically uses the new address.

Key Takeaways

  • Desktop Outlook and web Outlook (outlook.com) have different steps for creating groups, so the method depends on which version you use.
  • A group you create in Outlook is stored only in your own contacts and does not automatically sync across devices unless you use Outlook on the web.
  • Adding someone to a group does not notify them that they are in the group — they only find out when they receive a message sent to the group address.
  • If you delete a group by mistake, you can restore it from your Deleted Items folder if you act quickly, but permanent deletion cannot be undone.

Creating a group in Outlook desktop (Windows or Mac)

Open Outlook and go to the People tab (or Contacts on Mac). Click New Contact Group (Windows) or New Group (Mac). A blank group form will open. Type a name for the group in the Group Name field — something like "Marketing Team" or "Monthly Dinner Club".

Click Add Members and choose Add from Outlook Contacts. A window will pop up showing your existing contacts. Click each person you want to add, then click Members to move them to the group list. If someone is not yet in your contacts, click Add from Directory (if your organization has one) or New Email Contact to create a contact entry for them first, then add them to the group.

Once you have added everyone, click Save & Close. The group now appears in your Contacts folder. To send an email to the group, start a new message, click in the To field, type the group name, and it will autocomplete. Click the group name to add it, and the message will go to everyone in it.

Creating a group in Outlook on the web (outlook.com or Microsoft 365)

Sign into your Outlook account at outlook.com or your organization's Microsoft 365 portal. Click the People icon in the left sidebar. Click New and select Group. A form will open asking for a group name and optional description.

Type the group name and click Next. You will see a field to add members. Type each person's email address or name and click the matching result to add them. Repeat until everyone is in the group. Click Create to finish. The group is now saved to your contacts and syncs across all your devices when you sign in with the same account.

The difference between a local group and a shared group

A group you create in desktop Outlook is stored only on that computer in your local Contacts folder. If you use Outlook on a different device, that group will not appear there. If you create a group in Outlook on the web, it syncs to all devices where you sign in with that account, so you can use it from your phone, tablet, or another computer.

If you work for an organization that uses Microsoft 365, your IT department may have created shared distribution groups that appear in your address book. These are managed by your organization, not by you, and you cannot edit the member list yourself. You can still send emails to them, but adding or removing members requires a request to your IT team or the group owner.

Adding or removing members after you create the group

In desktop Outlook, right-click the group name in your Contacts folder and select Edit Group. The group form opens. Click Add Members to add new people, or click a name in the member list and click Remove to take someone out. Click Save & Close when you are done.

In Outlook on the web, click People, find the group, and click it to open the group details. Click Edit to add or remove members. Type a new email address to add someone, or click the X next to a name to remove them. Click Save when finished. The changes take effect when ready for all future emails sent to the group.

What happens when you send an email to a group

When you send a message to a group address, Outlook expands the group and sends a separate copy of the message to each member's inbox. The recipients see the message came from you, not from the group itself. If someone replies to the message, their reply goes only to you, not to the whole group — unless they click Reply All, in which case it goes to you and everyone else who received the original message.

If a group member's email bounces (for example, because they left the organization and their account was closed), the bounce notification goes to you, not to the group. You can then remove that person from the group to prevent future bounces. Some email systems allow you to set a group to require approval before messages are sent to it, but standard Outlook groups do not have this feature.

Keeping groups find and up to date

Review your groups periodically, especially if people join or leave your team. Remove email addresses that no longer work so bounced messages do not pile up. If you share a computer with others, be aware that anyone with access to your Outlook account can see the groups you have created and send messages to them, so consider whether the group membership should be visible to other users of that device.

If you accidentally delete a group, check your Deleted Items folder right away. Click the group name and click Restore or drag it back to your Contacts folder. Once you empty your Deleted Items folder, the group cannot be recovered. If you use Outlook on the web, deleted groups may be recoverable from your organization's backup for a limited time — contact your IT department if you need help.

Frequently Asked Questions

Can I create a group that includes other groups?

In desktop Outlook, you can add a group to another group by clicking Add Members and selecting an existing group from your contacts. In Outlook on the web, you can only add individual email addresses, not other groups. If you need nested groups, desktop Outlook is the better option.

Will people know they are in my group?

No. Adding someone to a group does not send them a notification. They only learn they are in the group when they receive an email sent to the group address. If you want to tell them in advance, you will need to send a separate message.

What if someone's email address changes?

Update their contact information in your Outlook contacts first. Then edit the group, remove the old email address, and add the new one. From that point forward, emails sent to the group will go to the new address. Old messages sent to the previous address will not be resent.

Can I password-protect a group so only certain people can send to it?

Standard Outlook groups do not have password protection or sender restrictions. If you need to limit who can send to a group, you need a shared distribution group managed by your organization's IT department, which can set those permissions.

Does a group I create in Outlook sync with my phone?

Only if you use Outlook on the web to create it, or if you use the Outlook mobile app and sign in with your account. Groups created in desktop Outlook stay on that computer only. To use a desktop group on your phone, recreate it in Outlook on the web or the mobile app.