We’ll cover how to set up an email group in the latest version of Outlook, as well as Outlook 2007, 2010, 2016, and 2019. Additionally, you’ll discover how to do this on Outlook in Microsoft 365 or Exchange, and through the Outlook mobile app. This guide will also highlight the advantages of creating email groups for your professional and personal needs. Follow along to enhance your email efficiency and organization in Outlook.
What is an Email Group in Outlook?
Outlook’s email group, also known as a contact group, is essentially a list of email addresses that allows you to send emails to multiple people at once. This negates the need to enter every email address individually whenever you wish to send a group email. Simply type the name of the email group, and Outlook will automatically send your email to everyone included in that group.
Differences between contact group, contact list, email group, and Distribution Lists
In Microsoft Outlook, the terms contact group, contact list, email group, and distribution list are often interchangeable. They serve the same purpose and are used in similar ways. Interestingly, on the Microsoft Office support site, the term “Contact Group” is more commonly used instead of “Distribution List” in recent posts. In the Outlook app, you’ll find “Contact Group” used in the Windows version and “Contact List” in the Mac version. In earlier versions (2007 or prior), it was known as a Distribution List. It was termed “Contact Group” in 2010, and presently, it is referred to as an email group. These terms appear in the app’s menus, its ribbon, and even in its help guides. As we navigate through the following steps, “Email Group,” “Contact Group,” and “Contact List” will be the terms most frequently encountered.
Create Email Group or Contact Group in Outlook
This section will detail the steps to create an email or contact group in Outlook for nearly all of its versions, enabling you to send messages to multiple recipients with a single click. These methods simplify managing group communications.
1. Create Email group in Outlook’s latest version
The following steps apply to the latest version of Outlook, whether you’re using the beta version on Windows, the standard app on MacOS, or the Outlook website. Here’s what you need to do:
2. Send an Email to a Contact Group
After creating the contact or email group, follow these steps to send an email:
3. Create Email Group in Outlook 2016 and 2019
If you are using slightly older versions of Microsoft Outlook (2016 or 2019), follow these steps to create an email group:
4. Create Email Group in Outlook using Microsoft 365 or Exchange
Creating an email group in Outlook with Microsoft 365 or Exchange involves a slightly different approach. In Office 365 Outlook, only authorized administrators can set up groups in the Admin Center, which is accessible online. To create a contact group, you need to use Exchange Online or the Microsoft 365 Admin Center. This email group will be accessible to everyone in your organization. In Exchange Online, you can create a distribution group by navigating to Recipients > Groups and following these instructions. Images sourced from KELVGLOBAL ICT.
5. Create email group in Outlook mobile app
If you frequently manage your emails on mobile, here’s how to create an email group in the Outlook mobile app.
6. Create Email Group in Microsoft Outlook 2010
In the latest versions of Microsoft Outlook, creating email groups has evolved. If you’re using an older version, don’t worry—whether known as Distribution Lists, Contact Groups, or simply Groups, the steps are consistent. Here’s what you need to do:
Why Do you Need to Create Email Groups?
Utilizing email groups in Outlook offers numerous advantages beyond the convenience of messaging multiple recipients at once. Here are some compelling reasons to incorporate email groups into your communication strategy:
Time-saving: Skip the hassle of manually adding individual email addresses each time you need to send a group email. A single click on the email group streamlines the process, saving both time and effort.Better organization: Management of contacts is simplified by categorizing them into specific email groups. Separate groups for colleagues, friends, family, or any other category can streamline your contact management.Reducing errors: Email groups greatly reduce the risk of inadvertently omitting someone from important group communications, ensuring that your messages are delivered accurately and to all intended recipients.Efficient communication: Email groups facilitate quick message dissemination to large groups, making them essential for distributing updates, announcements, invitations, and more effectively.
