A distribution list (also called a contact group in Outlook) lets you email multiple people at once using a single name — useful for team emails, project groups, or regular recipients you always email together. Here is how to create one in every version of Outlook.
Create a Contact Group in Outlook Desktop (Microsoft 365)
- Open Outlook and click the People icon in the bottom-left navigation (or press Ctrl+3)
- Click New Contact Group in the ribbon
- Give the group a name (e.g. “Sales Team” or “Project Alpha”)
- Click Add Members and choose:
- From Outlook Contacts — add from your existing contacts
- From Address Book — add from your company directory
- New E-mail Contact — add someone not in your contacts
- Select members and click Members then OK
- Click Save & Close
Your contact group is now saved in your personal contacts. To use it, start a new email, type the group name in the To field, and all members will be added automatically.
Creating a Company-Wide Distribution List (Microsoft 365 Admin)
The method above creates a personal contact group only you can use. For a company-wide distribution list that everyone in the organisation can email, your Microsoft 365 admin needs to set it up:
- Go to admin.microsoft.com
- Click Teams & groups → Distribution lists
- Click Add a group and select Distribution list
- Set the name, email address, and members
Once created, anyone in the organisation can email the list address (e.g. [email protected]) and all members receive the message.
Create a Contact Group in Outlook on the Web
- Go to outlook.office.com
- Click the People icon in the left sidebar
- Click New contact → New contact list
- Give the list a name and add members by typing their names or email addresses
- Click Create
Using Your Contact Group When Sending Email
When composing a new email, type the group name in the To, CC, or BCC field. Outlook will suggest the group — select it and it expands to include all members. You can expand the group manually by clicking the + icon next to the name if you want to see or remove individual members before sending.
Editing or Deleting a Contact Group
Go to People (Ctrl+3), find the group in your contacts, and double-click to open it. You can add members, remove members, or change the name. Click Save & Close when done. To delete, right-click the group and select Delete.
Distribution List vs Shared Mailbox — Which Do You Need?
A distribution list forwards incoming emails to all members — each person gets their own copy. A shared mailbox gives a team a single inbox they all read and reply from together. For sending to a group, use a distribution list. For a team managing an inbox together (like support@ or sales@), use a shared mailbox.
