# How To Create a Group in Outlook: A Step-by-Step Guide | Capterra > Learning how to create a group in Outlook can help you segment email lists and ensure better distribution. Source: https://www.capterra.com/resources/how-to-create-a-group-in-outlook --- IT & Software Development # How To Create a Group in Outlook: A Step-by-Step Guide Written by: Mabh Savage Mabh SavageAuthor Mabh is a writer specializing in human resources, digital transformation, and small-to-midsize business management and marketing. She's worked with companies... [See bio & all articles](https://www.capterra.com/resources/author/mabh-savage-guest-contributor/) Published November 22, 2023 5 min read Table of Contents - [What is a group in Outlook?](#what-is-a-group-in-outlook) - [How to create a group in Outlook](#how-to-create-a-group-in-outlook) - [Tips to create groups in Outlook](#tips-to-create-groups-in-outlook) ## Create a group in Outlook to set up targeted email lists and ensure better distribution. If you’re planning to segment your email distribution lists, [Microsoft Outlook](https://www.capterra.com/p/227138/Microsoft-Outlook/) can help you. Knowing how to create a group in Outlook lets you separate your email contacts based on any desired criteria.  With this ability in Outlook, you can better manage your email distribution to targeted recipients. You can create groups to manage sales contacts or encourage departmental correspondence. ## What is a group in Outlook? ‘Groups’ is a feature in Outlook that allows you to organize and manage a collection of contacts or email addresses as a single list.  Also known as ‘distribution lists’ or ‘contact groups’, groups in Outlook are useful for sending emails or meeting invites to multiple recipients simultaneously. With this feature, you can reach multiple email addresses without entering each email address individually. ### What are the benefits of using groups in Outlook? There are many benefits of using groups to segment email lists in Microsoft Outlook. Some of the most common uses include: #### Track contact details You can keep track of contacts and facilitate communication within departments by segmenting users into separate Outlook groups. For example, a human resource (HR) group can share policy updates, training materials, and relevant news among HR team members. This process allows team members to organize, track, and share project updates and documents, enhancing in-group communication #### Send mass emails You can use Outlook’s groups feature to send bulk emails to a team or list of customers without hassle. You can create groups for different client categories or industries. This makes sending targeted updates, newsletters, or promotions to specific client segments easy. #### Collaborate with others A group can serve as a central hub for communication, document sharing, and updates, allowing multiple departments to collaborate on a project simultaneously. This fosters efficient cross-functional teamwork. Once you create a group, you can easily set up a collection of resources to share—such as shared calendars, a document library, or a shared Outlook inbox. ## How to create a group in Outlook Follow these simple steps to create a group in Outlook. **Step 1:** Launch the Outlook application and click on the “People” icon, which you’ll find in the vertical bar on the extreme left side of your screen. **Step 2:** Click the “New Contact Group” button, which can be seen at the top bar right next to “New Contact.” **Step 3:** Click on the “Name” field in the pop-up window and type your group’s name. This name will appear in your contacts list once you click on press ‘Save & Close,’ which is the final step for creating a group in Outlook. ### How to add members to a group in Outlook Once you have created and named your group, you can add desired members. **Step 1:** Click on “Add Members” above the group name bar and choose one of the three available options: “From Outlook Contacts,” “From Address Book,” or “New E-mail Contact,” depending on where you want to pick group members from. **Step 2:** Once you see the pop-up Contacts window, double-click on any contact in this list that you want to add to your group. Alternatively, you can use the search bar to add members by typing their names and searching for them. **Step 3**: Double-check that the “Members” field contains all the relevant contacts and select “OK.” **Step 4:** To finalize your group, click the “Save & Close” button visible on the top left of the window. ### How to send an email to a group in Outlook Sending an email to a group in Outlook is as simple as sending an email to a single recipient. Follow these steps to send a new email to a group.  **Step 1:** Open a new email and draft the content you want to send. **Step 2:** Start typing the name of your Outlook group in the "To" bar—visible under the “From” bar. Your group’s full name will auto-populate in the field. **Step 3:** Click on the auto-populated name of your group and hit the "Send" button to send the email to your group. ## Tips to create groups in Outlook You can get the most out of Outlook groups by implementing the following tips and tricks: - Create as many groups as you want to segment your distribution lists. Outlook doesn’t limit the number of groups you can have.  - Customize your group’s name, notes, and picture by right-clicking the group name, clicking the three dots above the members list, and choosing “Edit Contact.” You can edit any contact or contact group directly from the people tab. - Add or remove contacts to and from the group by opening the group and selecting “Add Members” or “Remove Members.” - Update and review your group regularly to ensure your contact list is up to date. ### Get more out of Microsoft Outlook The more you know about Microsoft Outlook, the better results you can get from your in-organization use of this email management software.  Check out these Capterra resources to learn all about Outlook and its alternatives: - [Microsoft Outlook Pricing, Alternatives & More 2023](https://www.capterra.com/p/227138/Microsoft-Outlook/) - [How To Add a Signature in Outlook: A Step-by-Step Guide](https://www.capterra.com/resources/how-to-add-signature-in-outlook/) - [Best Email Management Software 2023](https://www.capterra.com/email-management-software/) * * * **Disclaimer** The steps to create a group in Outlook were researched in October 2023. The screenshots are provided by the author and reflect how to perform such steps on a desktop PC and are subject to change. Refer to Microsoft’s “[Create a contact group](https://support.microsoft.com/en-gb/office/create-a-contact-group-in-outlook-3f73d218-52d6-4f88-a733-9ff37073ee4c)” page for additional information. ## Capterra's 2026 Software Buying Trends Report ### Download our 2026 Software Buying Trends Report to see how successful software adopters avoid disappointment and how your business can, too. * * * ### Was this article helpful? * * * ## About the Author [### Mabh Savage](https://www.capterra.com/resources/author/mabh-savage-guest-contributor/) Mabh is a writer specializing in human resources, digital transformation, and small-to-midsize business management and marketing. 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