How to Create an Email Contact Group in Outlook

A contact group in Outlook is a set of email addresses you can message simultaneously. This is particularly useful when you send the same message to the same group of people frequently.

Members of this contact group don’t necessarily need to be in your organization (for Microsoft 365 users) or your contact list. You can add anyone to your contact group as long as their email addresses are valid.

This guide shows you how to create a contact group on the Outlook desktop and web apps.

Create an Email Contact Group on Outlook Desktop App

  1. Launch Outlook desktop app. Then, click on New Items in the top ribbon.

    New Items Button in Outlook Desktop
    Click the New Items button.
  2. Select More Items and click on Contact Group. This will open a new window.

    Contact Group Under New Items Option
    Click on More Items, then Contact Group.
  3. Enter a name for your group in the “Name” field.

    Contact Group Name Field
    Type the name you want to call your group.
  4. Select Add Members in the top ribbon.

    Add Members Button in Contact Group Window
    Click on Add Members.
  5. From the drop-down menu, pick a location you want to extract the contacts from. You have three options for this.
    • From Outlook Contacts: These are the email addresses of people you manually added to your contact list.
    • From Address Book: These are email addresses of people within your organization (if you are subscribed to Microsoft 365).
    • New E-mail Contact: You can create a new contact using this option.

      Contact List Options Under Add Members
      Select an option from the drop-down menu.
  6. Select the contact you want to add to your group. Then, click on Members. Do this for the other people you want to include in the group.

    Select Members Pop-Up Window
    Click on the name on the list. Then, hit Members.
  7. After you’ve finished adding people, hit OK. Then, click on Save & Close¬†in the next window.
    OK Button in Select Members Pop-Up Window
    Click OK.

    Save&Close Button in Contact Group Window
    Click Save & Close.

Sending an Email to Your New Contact Group

  1. On the Outlook desktop app, click New Email.

    New Email Button in Outlook Desktop
    Click New Email.
  2. In the “To” field, enter the name of the contact group you’ve previously created.

    Group Name in the To Field
    Type the name of your contact group.
  3. Type your email as usual. Then, hit Send.

    Send Button in Email Window
    Click Send after typing your message.

Adding/Removing a Member to a Previously Created Contact Group

  1. Select the People icon on the bottom left of the screen.

    People Icon in Outlook Desktop
    Select the People icon on the bottom pane.
  2. Choose the contact group name from the contact list.

    Contact List Under People Option
    Click your contact group name.
  3. Click on the three dots beside the “Send email” option.

    More Options Icon in Contact Group
    Click the three dots next to “Send Email.”
  4. Click Edit Contact.

    Edit Contact under More Options
    Select Edit Contact.
  5. On the top ribbon, you can select Add Members to add a new contact to the group or Remove member to remove a previously added member. When finished, hit Save & Close.
    Add Members and Remove Member Buttons in Contact Group Window
    Click Add Members or Remove Member.

    Save&Close Button in Contact Group Window
    Click Save & Close.

Create an Email Contact Group on Outlook Web App

  1. Log in to outlook.com and click the People icon on the left-hand panel.

    People Icon in Outlook Web App
    Click the People icon.
  2. Click the arrow to the right of “New contact” and choose New group from the drop-down menu.

    New Group Under People Option
    Click the arrow, then select New group.
  3. Enter the name you want to call your group under the “Group name” field.

    Group Name in New Group Window
    Write a name for your group.
  4. (Optional) Add a description for your group under the “Description” field. Then, hit Create.

    Group Description in New Group Window
    Write a description, then click Create.
  5. Type the name or email address of who you want to add to your contact group. Then, press Enter on your keyboard to add them.

    Add Members Window
    Enter the name/email address of the people you want to add.
  6. After adding members, click Add to save the contact group.

    Add Button in Add Members Window
    Click Add.

Sending an Email to Your Newly Created Contact Group

  1. Sign in to outlook.com and click New message.

    New Message Button in Outlook Web
    Click on New message.
  2. In the “To” field, type the name of the contact group you’ve previously created.

    Group Name in the To Field in Outlook Web
    Enter the name of your group in the To field.
  3. Write your email as usual. Then, hit the Send button.

    Send Button Under Email Text
    Click Send.

Adding/Removing a Member in a Previously Created Contact Group

  1. Go to the People icon on the left-hand pane.

    People Icon in Outlook Web App
    Click the People icon.
  2. Navigate to the “Groups” section and click on Owner.

    Owner Option Under People
    Navigate to Owner under “Groups.”
  3. Select your group from the list. Then, go to the Members tab.

    Contact Group Details
    Click your group name, then go to the Members tab.
  4. To add a new member, click Add members.
    Add Members Button in Contact Group Details
    Click on Add members.

    To remove a member, click on the X mark next to their name and choose Yes on the pop-up window.

    X Mark Next to Member Name
    Click the X mark.

    Remove Member Confirmation Pop-Up
    Select Yes.

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