How to create a contact group (distribution list) in Outlook

Geek 2.0 - April 15, 2020

How to create a contact group (distribution list) in Outlook - Intertuto

Save time by sending a single email message to multiple people. Then follow the procedures in this article.

Contact groups are used in Outlook to store members of a distribution list. An e-mail message is created and sent to the contact group after creating a contact group and adding contacts to it. All this is to save time by sending the same message to all members of the distribution list at the same time. What will be done in this article concerns Outlook 2019, 2016, 2013, 2010, and Outlook for office 365.

How to set up a distribution list in Outlook

Here's how to create a contact group in Outlook. Just create the list and then choose the storage location.

 Open Outlook;

 Go to the Home tab and select New messages;

 Select More items, then Contact group, or press Ctrl + Shift + L;

 In the Contact Group window, place the cursor in the Name text box and enter a name for the distribution list. To send an email to the distribution list, enter the name of the list in the To text box of a new message window;

 Leave the Contact Group window open;

Add members to an Outlook contact group

After creating and saving the group, you will then need to add contacts to the distribution list. To do this you must:

 In the Contact group window, access the Contact group tab;

 Select Add members, then From Outlook contacts;

 In the Select Members: Contacts dialog box, choose a contact and select Members to add this contact to the distribution list. If a contact is not on the list, search for them by name or email address. If you still cannot find the contact, select the arrow from the Address Book drop-down list and choose another list;

 Repeat step 3 for each of the contacts you want to add to the distribution list;

 Select OK;

 In the Contact group window, select Save and close.

Create a new contact in a distribution list

In your contact group, you can add recipients who were not in your address book. Do this:

 Access Outlook People and double-click on the distribution list;

 In the Contact group window, go to the Contact group tab and select Add members, then New mail contact;

 In the Full Name text box, enter a name for the contact. If you don't know the contact's number, enter their email address or type an alias;

 In the Email address text box, enter the email address of the new contact; If you do not want to add the new member to the address book, uncheck the Add to contacts box;

 Select OK;

 In the Contact Group window, select Save and Close to save the changes to the distribution list.

How to share a contact group in Outlook

Other people if they have your distribution list can be beneficiaries. It is better to share the group created with the other contacts instead of creating the same group of contacts from scratch. It's too easy to do, rather than sending an email attachment. Follow these steps to share a group of contacts:

 Go to Outlook People;

 Double-click on the distribution group you want to share;

 In the Contact group window, go to the Contact group tab and select Transfer group, then As Outlook contact. Choose In Internet format (vCard) to attach a text file containing the names and addresses of the group members;

 Send the message to the person to whom you want to send the mailing list;

 Select Send.

Import an Outlook contact group shared with you by email

When you realize that there is someone who created a distribution list in Outlook and emailed it to you as an Outlook contact file, you need to import it into your address book and use it in as long as your own. Follow these steps:

 Open the message containing the attached Outlook contact file for the group;

 Select the arrow from the drop-down list of attachments;

 Select Open;

 In the Contact Group window, select File, then Info;

 Select Move to folder, then Copy to folder;

 In the Copy item to dialog box, select the Contacts folder;

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