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How to share contact group (distribution list) in Outlook?

Author: Kelly Last Modified: 2020-10-27

Let’s say you want to share your contact groups with your colleagues, how could you share them? And what if saving contact groups which are sent to you in Outlook? This article is talking about sharing contacts groups in Outlook.

Share your contact groups (distribution lists) in Outlook with other users

If you want to share your contact groups in Outlook with others, you can do as follows:

1. In the Mail view, create a new email with clicking Home > New Email.

2. In the new Message windows, please click Insert > Outlook Item. See screenshot:

3. In the opening Insert Item dialog box, please:
(1) Go to the Look in box, click to select the Contacts folder containing the contact groups you will share;  
(2) Go to the Items box, and click to select one or multiple contact groups you will share;
(3) Click the OK button. See screenshot:

4. Now the selected contacts groups are added as attachments in the new email. Please compose the email and send it.

Share/save contact group (distribution list) sent to you in Outlook

If you received emails with shared contact groups, you can copy and save the contact groups to your Contacts folder easily in Outlook.

1. In the Mail view, click to open the email containing the contact group attachments in the Reading Pane.

2. Select the contact groups in the Reading Pane, drag them to the People icon  or  on the Navigation Pane, and then release the mouse until the cursor changes to. See screenshot:

So far the specified contacts groups that others shared with you have been copied and saved to your contacts folder.

Batch save each member of a contact group (distribution list) as individual contact in Outlook

With Kutools for Outlook’s Break Contact Group feature, you can quickly save all or multiple selected members to individual contacts in Outlook.

ad save each member as contact

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Comments (4)
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This comment was minimized by the moderator on the site
This does not work for O365. My distribution group does not show up in the Contacts list.
This comment was minimized by the moderator on the site
Thank you!
This comment was minimized by the moderator on the site
The instructions simply do not work for the most recent version of Outlook (I have 365). If I follow one set of instructions and "drag the contacts folder into the message body," then after receiving the email, there is no attachment to "drag into the contacts folder." If I create an attachment (which turns out to be a winmail.dat file), I can save that attachment to the desktop as per directions, but when I dragged it to my contacts folder, the names and addresses that appeared were contacts from my (receiving) email box and not the contact list created across town.
Moreover, none of the illustrations above match what I see on my Outlook mail module. Both instructions and illustrations are a mismatch. I suggest a simply component addition to Outlook where I can "export a share file" of addresses, and then "import a share file" into my contacts folder. I do not have enough lifetime left to copy each one of 500 email addresses, individually, from one outlook to another. Sheesh.
This comment was minimized by the moderator on the site
You can use the Import and Export feature to export all contacts and contact groups from one contact folder in Outlook, and then import the contact folder to another Outlook.
1. Export all contacts and contact groups from one folder in Outlook
1.1 Click File > Open & Export > Import/Export.
1.2 In the Import and Export Wizard, select Export to a file, and click Next.
1.3 In the Export to a file dialog, select Outlook Data File (.pst), and click Next.
1.4 In the Export Outlook Data File dialog, select the specified contact folder you will export, and click Next.
1.5 In the second Export Outlook Data File dialog, click Browse to specify the destination folder to place the exported file, and click Finish.
2. Import a .pst file into Outlook
2.1 Click File > Open & Export > Import/Export.
2.2 In the Import and Export Wizard, click Import from another program or file, and click Next.
2.3 In the Import a File dialog, click Outlook Data File (.pst), and click Next.
2.4 In the Import Outlook Data File dialog, click Browse to select the specified .pst file you will import, and click Next.
2.5 Click Finish.
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