How To Guides

How to Make an Email Group in Outlook: A Step-by-Step Guide

In both professional and personal settings, email is an important tool to use. With email volumes increasing and inboxing getting cluttered, email management has become more important than ever. One way you can make email management easier is by making an email group in outlook. This article will show you the process of making an email group in Outlook. This will allow you to streamline your communication.

Why Create an Email Group in Outlook?

Making an email group in Outlook has various benefits:

  1. Efficiency:By using the group email feature, you will save time because you will be sending one email for multiple recipients.
  2. Organization: Group email makes keeping your contacts organized easy, especially when dealing with teams or groups. 
  3. Consistency:All members will receive the exact same information at the same time, ensuring that the message is consistent across the group.

Getting Started: What You Need

Before diving into the steps, ensure you have the following:

  • A Microsoft Outlook account.
  • A list of contacts you want to include in the group.
  • Access to the Outlook desktop application or web version.

Step-by-Step Guide to Make an Email Group in Outlook

Step 1: Open Outlook

To start, open your Outlook application. If you're using the desktop version, locate and click on the Outlook icon. For web users, navigate to and log in with your credentials.

First, open the Outlook application on your computer or use it in a browser at Then log in with your credentials. 

Step 2: Access Contacts

Once in the application, you will have to access your contacts. In the desktop version you will click on the “People” icon that is located in the bottom of the navigation pane. For the web version you will click on the “People” icon or choose “Contacts” from the upper-left corner.

Step 3: Create a New Contact Group

Now you can create the email group. In the desktop version, follow these steps:

  1. Click on "New Contact Group" in the toolbar.
  2. You can name your group in the new window that opens. Make sure that the name you choose is relevant to the group purpose.

For web users:

  1. Click on "New Contact" and select "New Contact Group."
  2. Enter the name for your email group in the provided field.

Step 4: Add Members to Your Group

After naming your group, you need to add members. Here's how:

  1. Click on "Add Members" in the toolbar.
  2. Choose from the following options:some text
    • From Outlook Contacts: Select contacts already saved in Outlook.
    • From Address Book: Choose contacts from your organization's directory.
    • New E-mail Contact: Add new contacts not yet saved in Outlook.

For each member, enter their email address and name. Repeat this process until all desired contacts are added to the group.

Step 5: Save Your Group

Once all members are added, click "Save & Close" to finalize your group. Your new email group is now ready to use.

Sending an Email to Your Group

With your email group created, sending an email is straightforward:

  1. Click on "New Email" in the Outlook toolbar.
  2. In the "To" field, start typing the name of your email group. Outlook will auto-suggest your group as you type.
  3. Select the group, compose your message, and hit "Send."

Managing Your Email Group

Over time, you may need to update your email group by adding or removing members. Here’s how to manage your group:

Adding Members

  1. Go to the "People" section.
  2. Find and double-click your email group to open it.
  3. Click "Add Members" and follow the steps outlined earlier.

Removing Members

  1. Open your email group as described above.
  2. Select the member you wish to remove.
  3. Click "Remove Member" and save your changes.

Tips for Effective Group Email Management

  1. Regular Updates: Always make sure that your group is updated, ensuring accuracy.
  2. Clear Naming Conventions: Never use nicknames, always use clear and consistent names for your groups.
  3. Use Categories: Be sure that you categorize the contacts in order to be able to quickly identify them.

Common Issues and Troubleshooting

While the process is pretty simple, here are some problems and solutions that you may run into.

Duplicate Contacts

You may find duplicate contacts within your group. Make sure that you are using the correct address book to select members. You should also remove duplicates by editing your group members.

Email Delivery Issues

If group members report not receiving emails, check the following:

  1. Ensure the email addresses are correct.
  2. Verify that the group is not exceeding any email sending limits.
  3. Check spam filters and firewall settings.

Syncing Issues

Changes made on the desktop version won’t always transfer to the web version. This is the same the other way too. To resolve syncing issues:

  1. Ensure your Outlook application is up to date.
  2. Check your internet connection.
  3. Manually refresh your contacts list.

Advanced Features

Outlook offers advanced features to enhance your email group management:

Group Calendars

Outlook has an option to create a shared calendar as well. This is useful to keep all group members up to date on different events and meetings.

Shared Notes

You can also share notes within the email clients. This is helpful for group projects where multiple people are working together.

Integration with Other Apps

Outlook is able to integrate with other Microsoft Office apps as well. These integrations allow you to share files, host meetings, and collaborate real-time.


Making an email group in Outlook is a powerful way to ease your communication efforts. Following the steps in this guide will allow you to make an email group in outlook with little effort. Whether it is a small team or a large organization, group emails help everyone keep up to date on what is happening. Regular updates are important to keep the functionality of the group. Start making your email group in Outlook so you can start being more efficient with your communication.