How to create a distribution list in Outlook, and which kind you need

Which kind do you need?

Create a contact list in the new Outlook or Outlook on the web

1. Select People in the side panel.
2. Select a contact you want in the list.
3. Right-click it, or use the ribbon, and choose Add to list → New contact list. Name the list.
4. To add more people later, select All contact lists, choose the list and select Edit, then Save.

Create a contact group in classic Outlook

1. Select People in the side panel.
2. On the ribbon, select New Contact Group.
3. Enter a name, then select Add Members to choose people from your contacts or the address book.
4. Select Save & Close.

To use it, type the list’s name in the To, Cc or Bcc box of a new message.

Create a distribution group for the whole organisation

On Exchange and Microsoft 365, groups with their own address are created centrally: in the Microsoft 365 admin centre or Exchange admin centre, or on hosted Exchange in your provider’s control panel. On our hosted Exchange, your administrator creates and manages them in the SolidCP control panel.

If what you actually want is one inbox that several people work from — info@ or sales@ — that is a shared mailbox, not a distribution group. Our answer on shared mailbox vs distribution list explains the difference.

Tips

• Use BCC for external lists, so recipients do not see each other’s addresses — sharing them can be a data protection breach.
• For newsletters and marketing, use an email marketing service rather than a big Outlook list. Bulk mail from your normal mailbox hurts delivery; see why emails go to spam.
• Keep lists current. Contact lists do not update themselves when someone leaves.

Sources

• Microsoft Support: Create, edit or delete a contact list or contact group in Outlook