Create and use a distribution list in Outlook

Author Siluvia Last modified 2025-04-10

If you frequently send emails to the same group of people, such as a team at work, manually adding each email address every time can be time-consuming. Fortunately, Outlook offers a convenient solution with its distribution list feature. By creating a distribution list, you can include all team members' email addresses in one group. Once set up, you simply select the distribution list when composing an email, and your message will be sent to all recipients listed in that group. This guide will walk you through the steps to create and effectively use a distribution list in Outlook, streamlining your email communications.

Create and use a distribution list in Outlook

Create and use a distribution list in Outlook

1. Launch Outlook, and click "Home" > "New Items". See screenshot:

New Items

2. Click "More Items" > "Contact Group".

Contact Group

3. On the "Contact Group" ribbon, click "Add Members".

Add Members

4. Select "From Address Book" from the drop-down list to add members.

From Address Book

5. In the "Select Members: Contacts" dialog, select one of your recipients and then click on the "Members" button. Repeat that operation until this distribution list includes all the team members’ email addresses. Then click on the "OK" button.

Select Members Contacts dialog

6. Type a name for your distribution list, and then click "Save & Close".

Type a name

7. When you're ready to send an email to the team, open the "Select Names: Contacts" dialog, choose the distribution list, click "To", and then select "OK". See screenshot:

send email

8. Then the distribution list will appear on the "To" column. Compose your email, then you can send it. All the members of the distribution list will receive your email message.

distribution list