How to save received distribution list or contact group in Outlook?

Author: Siluvia Last Modified: 2025-03-04

When working in Microsoft Outlook, you may receive a distribution list (contact group) as an attachment from colleagues or teams. However, Outlook does not treat contact groups as regular file attachments. Instead, they appear as Outlook Item (.MSG) files, meaning they need to be saved properly before you can use them. This guide explains two simple ways to save a received Outlook contact group (.MSG attachment) directly into your Contacts for future use:

Method 1: Save a Distribution List Using Copy & Paste (More Organized)

Method 2: Save a Distribution List Using Drag-and-Drop (Fast & Intuitive)

Method 1: Save a Distribution List Using Copy & Paste

This method allows you to copy the received contact group and paste it into any specific Contacts folder in Outlook.

1. Open the Inbox and select the email containing the distribution list attachment in the Reading Pane.

💡 Tip: If the email is in Rich Text Format (RTF), double-click to open it in a separate window before proceeding.

2. Locate the distribution list attachment, which appears as an Outlook Item (.MSG file). Click the ⮟ down arrow next to the attachment name, then select Copy from the drop-down menu.

the screenshot of the Copy option from the drop-down menu

3. Go to People (Contacts) view, then navigate to the Contacts folder where you want to store the group. Press Ctrl + V to paste the copied contact group.

📌 Result: The contact group is successfully saved in your specified Contacts folder and can be used for future emails.

Pros & Cons of the Copy & Paste Method:

✅ Organized Storage: You can choose which Contacts folder to save the group in.
✅ Simple & Fast: Requires only a few clicks to complete.
❌ Extra Step for Rich Text Emails: Must open the email first before copying.
❌ More Manual Effort: More steps compared to the Drag-and-Drop Method.

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Method 2: Save a Distribution List Using Drag-and-Drop

If you prefer a drag-and-drop approach, this method allows you to directly move the contact group into Outlook’s Contacts section.

1. Open the Inbox and select the email containing the distribution list attachment in the Reading Pane.

2. Click and hold the distribution list attachment, which appears as an Outlook Item (.MSG file) in the attachment section. Drag it to the People (Contacts) icon in the Navigation Pane.

3. Release the mouse button to drop it into the default Contacts folder.

the screenshot of showing how to directly move the contact group into Outlook’s Contacts section

📌 Result: The distribution list is automatically saved into the default Contacts folder in Outlook.

Pros & Cons of the Drag-and-Drop Method:

✅ Faster Process: No need to navigate to a specific folder; simply drag and drop.
✅ User-Friendly: Ideal for those who prefer a visual and intuitive approach.
❌ Saves Only to the Default Contacts Folder: No option to choose a custom folder.
❌ No Confirmation Message: Must manually check if the contact group was saved successfully.

Which Method Should You Use?

Here’s a comparison of the two methods to help you decide which one best suits your needs:

Method	Best For	Ease of Use	Flexibility
Copy & Paste Method	Users who want to organize contact groups into specific folders	⭐⭐⭐	⭐⭐⭐⭐⭐
Drag-and-Drop Method	Users who prefer a fast, simple way to save contact groups	⭐⭐⭐⭐⭐	⭐⭐