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How do you Create a Distribution List in Outlook?

Posted on by softdm

Creating a distribution list in Outlook can streamline the process of sending emails to multiple recipients. This guide will walk you through each step to set up your distribution list efficiently.

Step 1: Open Outlook

  1. Launch Outlook: Open the Microsoft Outlook application on your computer or through Outlook on the web.
  2. Sign In: Make sure you are signed into your account using your correct credentials.

Step 2: Access the People Section

  1. Navigate to Contacts:
    • In Outlook Desktop, click on the “People” icon at the bottom of the Navigation Pane on the left side.
    • In Outlook Web, click on the “People” icon in the left-hand navigation menu.

Step 3: Create a New Contact Group

  1. Start a New Contact Group:
    • In Outlook Desktop, click on “New Contact Group” in the Home tab of the Ribbon.
    • In Outlook Web, click on the down arrow next to “New contact” and select “New contact list.”

Step 4: Name Your Contact Group

  1. Enter a Name: In the “Name” field, type a descriptive name for your distribution list (e.g., “Team Updates” or “Project XYZ”).

Step 5: Add Members to Your Contact Group

  1. Add Members:
    • In Outlook Desktop, click on the “Add Members” button in the Contact Group tab of the Ribbon.
    • Choose from the following options: “From Outlook Contacts,” “From Address Book,” or “New Email Contact.”
    • In Outlook Web, under “Add email addresses,” type the email addresses of the contacts you want to add. You can also search for people already in your contact list by typing their names.
  2. Select Contacts:
    • If you chose “From Outlook Contacts” or “From Address Book,” a dialog box will appear where you can search and select contacts.
    • Click “Members” or “Add” after selecting each contact.
  3. Add New Contacts Manually:
    • If adding a new email contact manually, type the person’s name and email address, then click “OK” or “Add.”

Step 6: Save and Close

  1. Save Your Contact Group:
    • In Outlook Desktop, click on the “Save & Close” button in the Contact Group tab of the Ribbon.
    • In Outlook Web, click “Create” or “Save” to finalize the list.

Step 7: Use Your Distribution List

  1. Compose a New Email:
    • Click on “New Email” in the Home tab (Outlook Desktop) or “New message” in the upper left (Outlook Web).
  2. Address Your Email:
    • In the “To” field, start typing the name of your distribution list. Outlook will auto-suggest it based on your contacts.
    • Select your distribution list when it appears.
  3. Compose and Send:
    • Write your email as you normally would.
    • Click on “Send” to dispatch your email to the entire distribution list.

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