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How to create an email group in Outlook 2013, 2016 and 2010

how to create an email group in Outlook

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Outlines step-by-step how to create an email group in Outlook 2013, 2016 and 2010. How to create a distribution list in Outlook and manage it.

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With Microsoft Outlook distribution lists and contact groups, you can send the same message to different people without addressing each recipient individually. With the help of step-by-step instructions, we will show you how to create and manage distribution lists and contact groups either with the Outlook desktop app or Outlook on the web.

CONTENTS
How to create an email group in Outlook 2013 and 2016
How to create an email group in Outlook 2010
How to create a distribution list in Outlook on the web
Edit distribution lists with Outlook on the web

Distribution lists are called contact groups in the current versions of the Outlook desktop app. The procedure for creating contact groups differs depending on which version of Outlook you are using.

How to create an email group in Outlook 2013 and 2016


Follow these steps to create contact groups with Outlook 2013 or 2016.

Step 1:

Call up the contact management of your Outlook application by clicking on the “People” button in the navigation bar. If you use the compact navigation bar, you will see a corresponding symbol for the “People” section.

Step 2:

Under “My Contacts” in the right sidebar, select the folder in which you want to save the new contact group. The “Contacts” folder, which Outlook automatically creates when the program is installed, is available as standard. If necessary, create a new contact folder.

Step 3:

Click on “New Contact Group”. The button can be found under the “Start” tab in the “New” field.

All contacts and contact groups that you have saved in Outlook under “My Contacts” are displayed in the “People” section. If necessary, create additional separate contact folders to organize your contacts thematically – for example “professional contacts”, “private contacts” etc. Outlook opens a new “Contact Group” window.

Step 4:

Name the new contact group. Find a short, concise name for your new contact group.

Step 5:

Click on “Add Members” and choose one of three options:

  • From Outlook contacts
  • From address book
  • New email contact

The Outlook contacts are a special folder in your address book. You can add people who have not yet been saved in Outlook contacts or in the address book using the “New E-Mail Contact” button

If you choose the option “From Outlook Contacts” or “From Address Book”, Outlook opens the new “Select Members” window. However, if you decide on “New E-Mail Contact”, the “Add New Member” window opens.

Step 6:

Select the people you want to add to your contact group from your address book. To do this, mark the respective contact in the selection window and click the “Members ->” button.

Outlook contact group: add member from contacts

If necessary, use the search function to find the contacts you want in the Outlook address book. If necessary, add people to your contact group who are not currently saved in your address book by creating new contacts.

Outlook contact group: add new member

Tick ​​the box next to “Add to contacts” to automatically transfer the contact information of new members to Outlook contacts.

Use the “Remove members” button to delete a contact from the distribution list.

Step 7:

Click on “Save & Close” as soon as you have added all the desired contacts to the new contact group.

The new contact group is displayed in the previously selected contact folder in the left sidebar of the Outlook window.

If you would like to make changes to an existing contact group , select it and click the “Edit” button in the contact description.

Editing a contact group

The contact group is edited in the same way as creating new contact groups in the “Contact group” window.

TIP: Alternatively, you can find the option “Edit contact group” in the context menu. Open this with a right click on the respective contact group.

How to create an email group in Outlook 2010

Are you using Outlook version 2010 ? In this case, proceed as follows to create a new Outlook distribution list.

Step 1:

Select the Outlook section “Contacts” and click on “New contact group” in the “Start” tab. You will find the button in the “New” group.

Outlook opens a new window.

Step 2:

Enter any name for your new contact group in the “Name” field.

Step 3:

Select the “Contact group” tab and click the “Add members” button in the “Members” group. Choose one of three options:

  • From Outlook contacts
  • From address book
  • New email contact

If you would like to add people from your address book or the “Contacts” folder to your contact group, Outlook opens the “Add Members” window.

Mark the desired contact in the selection window and click the “Members ->” button. Use the search function if necessary. Repeat the process for each person you want to add to your Outlook distribution list.

If you want to add people to the contact group who are not yet in your address book, use the “New e-mail contact” option and enter the required contact information in the “Add new member” dialog box.

Step 4:

Once you have added all the people you want to your contact group, confirm your selection by clicking on “OK”. The new distribution list is displayed under the name you have chosen in the “Contacts” folder.

How to create a distribution list in Outlook Office 365 on the web

Outlook on the web, the web application of the popular e-mail program as part of Microsoft 365, allows you to define distribution groups with individual e-mail addresses. Messages that go to the address of a distribution group are automatically delivered to all members of the group without you having to address them directly.

Step 1:

Open the web browser and log in to Microsoft 365 with your user data.

Step 2:

Select the Outlook Web App.

Step 3:

Click on the gear symbol in the menu bar and then in the right sidebar under “Your app settings” on “Email”.

Step 4:

Navigate to the “General” area in the left sidebar and go to “Distribution groups”.

As an alternative to distribution groups, the web application offers so-called Microsoft 365 groups, which, in addition to the function of an e-mail distribution list, provide team functions such as joint editing of documents, tables or project plans

Step 5:

Click on the plus sign under “Distribution groups that I have” to create a new Outlook distribution list.

The menu item “Distribution groups” is used both to create new Outlook distribution lists and to edit groups that have already been created
Your Outlook Web App opens a new browser window called “New Distribution Group”.

Step 6:

Configure your distribution group: Enter a display name and an alias and define the e-mail address with which messages can be sent to the distribution list. In the “Notes” field you can write a description of the distribution list and its function. Check the box next to “Set this group as a security group” if you want to create a closed group.

Choose a memorable display name and alias. Both must be unique under the domain name under which the Outlook distribution list is created. A combination of alias and domain results in the e-mail address of the Outlook distribution list
You are automatically entered as the group owner.

Note: Security groups are managed by the owners of the group. Only they can add new contacts or remove members.

Step 7:

Determine other group owners who will have the same group rights as you in the future. Click the plus sign to add people from your address book as owners.

People who you want to add as owners or members to your distribution group must be saved in your Outlook contacts

Step 8:

Add group members to your distribution group. To do this, click on the plus sign and select the people you want from your address book.

Check the box next to “Add group owner as members” if you want to be a member of the distribution group yourself.

Step 9:

Define the conditions under which people can join your distribution group and how the membership is terminated.

When creating a default group, you have the following options:

Joining
  • Open: Anyone using Microsoft 365 can join your group without permission.
  • Closed: Only owners can add members to the distribution group. Requests to join are automatically rejected.
  • Owner Approval: Only owners can add members to the distribution group and approve requests to join.
Leaving
  • Open: Members of your distribution group can leave it at any time without approval.
  • Closed: Only group owners can remove members from the group.
Note: Security groups cannot be created as open groups.

With Outlook on the web, you can create distribution lists as open or closed groups as required

Step 10:

Complete the configuration process by clicking on “Save”.

Your new distribution group will appear under “Distribution Groups I Own”. If you, as the group owner, are a member of the group, you will also find it under “Distribution groups to which I belong”.

Edit distribution lists with Outlook on the web

Distribution groups are also processed in the menu item of the same name in the Outlook settings.

Step 1:

Select the desired distribution group on the display.

Step 2:

Click the pencil icon to customize a distribution group. If you would like to delete the selected distribution group instead, click the trash can icon.

Distribution groups that you own or to which you belong are displayed to you with their display name and e-mail address. Outlook on the web opens a new browser window where you can make adjustments to your distribution group. Edit your Outlook distribution list in the various categories as required.

Step 3:

Complete the editing of your Outlook mailing list by clicking on “Save”. All changes will take effect immediately.