To create a distribution list in Outlook, open People, select New Contact List (called a contact group in classic Outlook), name it and add the email addresses of your members, then save. Address a message to the list name and everyone on it receives the email.
People say 'distribution list' and mean three slightly different things, and Outlook has used different names for them over the years. That's why the steps seem to vary from one tutorial to the next. What you most likely want is a list of email addresses under one name, so you can write to a team or a club in one go. Here's how to build it in each version of Outlook, and when a different tool suits you better.
Contact list, contact group, distribution list: the names
| Name | Meaning | Who manages it |
|---|---|---|
| Contact list | A collection of email addresses under one name. Called a contact group in classic Outlook | You |
| Distribution list | Another name for a contact list or distribution group | You, or an administrator |
| Distribution group (Microsoft 365) | A shared list managed for the whole organisation | An administrator in the Exchange admin center |
| Microsoft 365 Group | A list plus a shared inbox, calendar, files and notebook | Group owners |
Microsoft says in the new Outlook, 'contact lists' are what classic Outlook called 'contact groups'. So if you're following an older tutorial that mentions contact groups, you want a contact list.
Create a contact list in the new Outlook
- Open the new Outlook and select People on the side panel.
- Select a contact you'd like in the new list.
- Choose Add to list, either by right-clicking the contact or from the ribbon.
- Select New contact list, name it and add the rest of the people.
Microsoft adds a note: if these steps don't match what you see, you may not be using the new Outlook yet, in which case choose the classic Outlook instructions instead.
Create one in Outlook for Mac
- Select the People button on the side navigation bar.
- Select the Contacts folder under the account where you want the list.
- Hover over New Contact and select New Contact List.
- Type a name for the list, then add members by typing their email addresses.
A message sent to a contact list goes to every recipient in it. You can include a list in messages, meeting requests and even in other lists. One catch: Microsoft says syncing lists from the server is only available for Microsoft 365 and Outlook.com accounts. With a POP or IMAP account, create the list in the Contacts folder under the On My Computer section.
Send an email to the list
Start a new message, type the list's name in the To field and choose it from the suggestions. Outlook expands it to all members when you send. If you don't want recipients to see each other's addresses, put the list in Bcc, but remember that people who use rules to sort mail by list name may not see it that way.
When you need something bigger
A contact list is personal: it lives in your Outlook and others don't see it. Microsoft's guidance is that if you want more solid functionality, create a Group in Outlook instead, which lets members share an inbox, calendar and files. Distribution groups for a whole organisation are managed by administrators in the Exchange admin center, and Microsoft notes that managing distribution groups is no longer available in Outlook on the web.
| I want to... | Use |
|---|---|
| Email my own regular group | A contact list |
| Share a mailbox, calendar and files | A Microsoft 365 Group |
| Create a company-wide mailing list | Ask your administrator for a distribution group |
| Send a newsletter to hundreds of subscribers | An email marketing tool, not Outlook |
Keep lists tidy
- Name lists clearly, such as 'Project team' or 'Supplier updates'.
- Remove people who leave, so you don't email the wrong person.
- Check addresses carefully when you add them. One typo means a member silently misses everything.
- Don't use a contact list for marketing emails to customers. It isn't designed for consent or unsubscribes.
If your list is getting large, a right email tool will serve you better. My guides to Microsoft 365 tools for small businesses and Power BI data governance cover the wider Microsoft toolset.
Edit or delete a list
In new Outlook, go to People, choose All contact lists and right-click the list to edit it, adding or removing members, or delete it when it's no longer needed. In the Mac version you open the list from the Contacts folder and change the members in the same way. Deleting a list doesn't delete the individual contacts, so you can safely tidy up. Whenever somebody joins or leaves the team, update the list straight away, because an out-of-date list is the usual reason people miss messages.
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A quick example: a project team
Say you're running a six-person project and you write to everyone every week. Create a list called 'Project team', add each person's address and save. From then on, you type the list name in the To field. When a new member joins, add them once and they're included in every future message. That beats retyping six addresses, and it removes the risk of leaving someone off by accident. If the team also needs to share files and a calendar, that's your cue to move up to a Microsoft 365 Group.
My verdict
For a small group you email often, make a contact list under People. For shared work, create a Microsoft 365 Group. For a whole organisation, ask your administrator. And don't use any of them as a marketing list.
Frequently asked questions
How do I create a distribution list in Outlook?
Open People, choose New Contact List (a contact group in classic Outlook), name it, add members and save.
Is a contact list the same as a distribution list?
Microsoft describes a contact list, also known as a distribution group, as a grouping of email addresses under one name.
What is the difference between a contact list and a Microsoft 365 Group?
A contact list is just email addresses. A Microsoft 365 Group also has a shared mailbox, calendar, document library and notebook.
Why can't I manage a distribution group in Outlook on the web?
Microsoft says managing distribution groups is no longer available there. Administrators use the Exchange admin center.
Why is New Contact List greyed out on my Mac?
With a POP or IMAP account, create the list in the Contacts folder under On My Computer, and show those folders in preferences if needed.
