How To Set Up A Group Email In Outlook

How To Create A Group Email In Outlook

Create email Groups in Outlook

A Contact Group, which is sometimes referred to as a “distribution list,” is a set of names you can add to an email message with a single action. Before you can add one to an email, you need to create it.

1. Open Outlook and then click the Contacts icon at the bottom left of the window to switch to the Contacts view.

2. In the ribbon bar, click “New Contact Group.”

3. Give your Contact Group a name that’s easy to remember in the Name field.

4. In the ribbon bar, click “Add Members” and then choose “From Outlook Contacts” from the drop-down menu. The Select Members dialog box should appear.

5. Double-click each name you want to add to your new Contact Group. You should see the names appear at the bottom of the dialog box.

6. When you’re done adding names to the group, click “OK.”

7. You can also manually enter names to the Contact Group that aren’t already in your Outlook contacts by clicking “Add Members” and choosing New E-mail Contact from the drop-down menu.

8. In the ribbon bar, click “Save & Close.”

How To Accept Or Decline A Task

To accept or reject a task:

  • Open the task.
  • Enter the name of the individual to be added.
  • Click OK.
  • Adding an external user to the group is the same process as adding a member. You will be warned that the guest will have access to the content of your group. They will receive calendar items and group conversations in their inboxes, but they will have limits placed on their access including contact cards for group members or the list of group members.

    What Is An Outlook Group

    Note: This is a short section covering the basics of Microsoft 365 and Outlook groups. If you want to skip ahead to the section on how to create a group in Outlook, .

    Lets take a look at what an Outlook group is before we jump into how to set up a distribution group in Outlook.

    There are two types of email contact groups in Outlook:

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    Benefits Of Creating A Mailing List In Outlook

    • Group emailing is time-efficient
    • Easily segregate your contacts based upon your use cases
    • You can import and export this contact list whenever you want
    • Prevent yourself from mixing your audience by making a list
    • With all the groups right in front of you, you can prioritize which one to send an email

    How To Add A Group Calendar Step By Step Guide

    How To Set Up A Group Email In Outlook 365

    Step 1: Open Outlook and click on the calendar icon located at the bottom on the left. The calendar view opens.

    Step 2: In the calendar view on the home tab, select Calendar Groups in the Manage Calendars section.

    Step 3: Select Create new Calendar Group from the drop down menu.

    Step 4: Type a name for the group in the dialog box.

    Step 5: Now you can choose the contacts you want to include in your group calendar in the Address Book section.

    Step 6: If you are looking for a specific contact, you can directly type the name in the Search text box.

    Step 7: Click Group Members to add the selected names to the group. You can add as many members as you want. Just keep in mind that when you add too many members, the calendar can become too cluttered.

    The new group should now appear in the Calendar Navigation Pane. If you want to delete your calendar group, simply right-click on it in the Folders pane, and a list of options will be displayed. There you can select Delete Group.

    Step 8: When youve added all members to the group, click OK.

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    How To Create Custom Groups In Outlook 2016

    ByMelanie Pinola02 November 2015

    Do you tend to send emails to the same group of people? Save some time and effort emailing all those contacts at once by creating a custom contact group in Outlook 2016. At present, this feature only works if you have a business or school account, not a personal Office 365 account.

    Outlook’s Contact Group feature lets you send an email to a group of email addresses quickly under one name, e.g., “Family & Friends” or “Fellow Board Members.” When you send an email to the Contact Group, it goes to all of the recipients you’ve specified for that group. Here’s how to set it up.

    1. Open Outlook and click on the Contacts icon in the bottom left navigation pane.

    2. under the Home tab. A new window opens.

    3. Under the Contact Group tab,

    4. Hold down the CTRL key as you select each email contact you want to add to the Contact Group.

    5. to add those specific contacts as your group members and .

    6. Enter a name for the group. after checking that you’ve got all the names and emails you want for your contact group.

    7. under the Contact Group tab.

    When you want to send a message to all of the members in this group, create a new email as usual, but put your new Contact Group name in the “To…” field. You can check who’s in the distribution list by clicking the plus sign besides the Contact Group name and, if needed, delete or add email addresses to the recipients list.

    What Are Groups In Outlook

    Outlook 2016 taps into the Groups feature of Office 365. It gives users a shared place where teams can work and collaborate. Not to be confused with a distribution list, this group is truly a means to see how all pieces contribute towards a common goal. You have a shared inbox, calendar, and even a document library. Even without groups, you can still manage projects through tasks.

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    Edit An Email Group In Outlook

    If you have recently expanded your family group or office group with new members, you would want to add them to the Outlook Contacts group. Go through the steps below the edit email group.

    Step 1: Open Outlook Contact on the web.

    Step 2: Select All Contact Lists from the hamburger menu.

    Step 3: Select the Contact list that you want to edit.

    Step 4: Tap on the Edit button in the Contact List.

    Step 5: Here, you can either type the contact’s name or email address to add him/her to the email contact group.

    Step 6: If you want to remove any existing contact, tap on the x mark beside it.

    Pro Tip: If you want to have less confusion among the created groups then add a description for the email group.

    How To Use Outlook Groups And Tasks To Collaborate More Effectively

    Creating Simple Group Emails in Outlook

    As well as you may think your team or colleagues produce and exceed, there’s always room for growth. Outlook 2016 has a few features available that can help centralize your team communication, tracking, scheduling, and resources. Here is how you can get started.

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    Why Create A Group Email In Outlook With Professional Method Advantages

    • It will save a lot of your time where you dont have to add each recipient individually
    • You can also track your recipients behavior by his open rates and reply rates
    • Automatic email follow-ups are powerful. They will give a boost to your email campaigns and productivity
    • You can schedule an email with a click. Select the schedule now and send an email whenever you want.

    SalesHandy has a unique feature where you can block a specific Domain whenever you send an email campaign without affecting your list.

    Gmail Group Emails: Add And Remove Recipients

    If you want to add contacts to a created Gmail group, proceed like this:

  • Open Google Contacts.
  • Select one or more contacts by clicking the box next to the contact name.
  • If one of your Gmail contacts has multiple email addresses, only their default email address will be added to the desired group. You can change this entry for a contact at any time using the pencil icon.

    If you want to delete a contact from a group, proceed as follows:

  • Open Google Contacts.
  • Select the contacts you want to remove by clicking the boxes next to each contact name.
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    What Are Outlook Distribution Lists

    Outlook Distribution Lists, also called Distribution Groups or even Contact Groups depending on which version of Outlook youre running, are groups of email recipients that are addressed as a single recipient.

    Theyre generally used to send email to groups of people without having to manually enter every single email addresswhich is a big deal when you work for a large organization and are managing communications for more than one location, department, or business unit.

    When youre looking at your contact list in Outlook, your Distribution Lists will show up as contacts as well, so they’re easy to find and use. They will also appear in your Address book, when you press the To: button.

    Whyyou Get Unwanted Messages

    Create a contact group / distribution list in Outlook by ...

    Ifyou receive email, you’re probably also getting unwanted email messages.Unfortunately, in today’s online environment it’s all too common for spammersto get access to your business or personal email. Even if you think you’re beingcautious with your email address, hackers and others have ways to figure out orpurchase your email information. Most email systems, such as MS Outlook, havesystems in place to help you manage spam. In outlook, for example, you can reportjunk emailbuta few spam messages may still slip through and make it to your inbox.

    Spamis just one type of unwanted email message you may receive. Other types ofunwanted messages may include:

    Theseare just some examples of the types of messages you want to get some control over.I’m sure that you can think of more. In some cases, you may not want themessages at all. In other cases, you don’t want them cluttering in your inbox but you do want them.In either case, setting up rules in Outlook can help you block or filterunwanted emails.

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    How To Create A Contact Group In Outlook

    3652013201020072003Contact Group

    There is no limit to the number of contacts you can add to the email group after Outlook 2007.

    To create a new Contact Group, do the following:

    1. Open the Contact Group dialog box to create a newdistribution list for Outlook by doing one of the following:

    • In the Contacts view, on the Home tab, in the New group, click the NewContact Group button:
    • In any other view, on the Home tab, in the New group, click the New Itemsbutton and then choose More Items -> Contact Group:
    • Press Ctrl+Shift+L .

    2. In the Contact Group dialog box:

    • In the Name field, enter the desired name for the email group .
    • On the Contact Group tab, in the Members group, click the Add Members list andthen choose how you can add the member:
    • If you want to add an existing member From Outlook Contacts or From AddressBook, do thefollowing:
    • In the Address Book drop-down list, click the address book that contains theemail addresses that you want to include in your Contact Group:
    • In the list of names, click on the names that you want to add, and then clickMembers.
    • You can add names from different address books to the same Contact Group inOutlook.

    • If you need to add a New E-mail Contact, enter the information for the person fromthe distribution list in theAdd New Member dialog box:

    Contact Group

    3. When you’ve finished adding contacts to the Contact Group, onthe Contact Group tab, in the Actions group, click the Save & Close button:

  • Create a new email message.
  • Creating A Group Email List In Outlook

    • Step 1- Prepare Contact List: Once you are logged into your Outlook account, go to the Navigation Bar and click on People

    Step 2: Make a Group

    • Under Contacts, you will see New Group

    1) Name your group

    2) Add members in the list

    3) Write the name of your member you are adding

    4) Mention email address of recipients

    5) Click on OK and your group list is prepared

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    Short Guide: Create Email Group In Gmail

  • Open the mail.google.com page in your browser and sign in.
  • Select the contacts you want to add to the Gmail email list, and then click the Manage labels icon , and then click Create label.
  • Enter a name for the group and save your entry. The group will be displayed on the left side under Labels.
  • If you now want to send a new message to this Gmail list, enter the name of the group in the Recipient field.
  • Build A Relationship With It

    Outlook Web App – how to create an email group

    Often, you wont have control over distribution list creation, so its important to communicate with IT about what lists you need, how often youll need them updated, and the process for requesting updates and changes. Having this determined at the outset will help you avoid headaches and conflict in the long run.

    We have heard a lot of grief from internal communication professionals who dont have the best relationship with IT or fear asking them for things because the process seems long and arduous.

    And we get it. Sometimes it is a pain.

    But investing in these relationships with not only IT but departments like HR, will have tremendous returns youll be very thankful for later.

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    Create A Distribution List

    Distribution lists are stored by default in your Contacts folder. If you use a Microsoft Exchange account, your Global Address List can contain global distribution lists, which are available to everyone who uses that network. The personal distribution lists that you create in your Contacts folder are available only to you, but you can .

    How many names can I include in a distribution list?

    The maximum number of names that you can include in a distribution list depends on the size of the contact files themselves. There are no hard and fast rules but in general, a distribution list can contain between 50-70 names and e-mail addresses. A maximum number of e-mail addresses, with minimum contact file size, is approximately 125, and this can include other distribution lists.

    Do one of the following:

    Outlook 2010 2013 2016 2019 And Office 365

    Creating a Contact Group from the recipient list of a message goes quite quickly in Outlook 2010 and later

  • Right click on a recipient in the message header in the Reading Pane.
  • From the context menu that pops-up, choose Select All
  • Now that all the recipients are highlighted, press CTRL+C to copy them or right click on the selected addresses and choose Copy.
  • Open your Contact Group or create a new one via New Items-> More Items-> Contact Group
  • Press the Add Members button and select From Address Book.
  • Place your cursor in the field next to the Members-> button.
  • Press CTRL+V to paste the copied addresses.
  • Press OK and the addresses will be added to the Contact Group.
  • You can repeat the steps above if multiple addresses have been added to both the To and CC fields.

    Via the right click menu, you can easily select and copy all recipient addresses from a message.

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