A distribution list lets you email an entire group by typing one name instead of twenty individual addresses. Create it once, use it forever — no more scrolling through contacts or forgetting someone on the team.
Outlook calls these groups different names depending on your version:
- Contact Group (Classic Outlook)
- Contact List (New Outlook and web)
- Distribution Group (organizational/IT-managed)
The functionality remains identical. You’re building a shortcut that expands into multiple email addresses when you send.
What is a distribution list?
A distribution list acts like a container holding multiple email addresses. When you type the group name in the To field, Outlook replaces it with everyone inside — one name, many recipients.
| Benefit | What it means |
| Time savings | Type one name instead of 20+ addresses |
| Reduced errors | No risk of forgetting recipients |
| Consistency | The same group receives messages every time |
| Easy updates | Change membership once, applies to all future emails |
| Non-destructive | Deleting the list doesn’t delete individual contacts |
Personal lists stay private to whoever created them. If your whole organization needs access to a group, IT creates it in the Global Address List instead (a separate process requiring admin privileges).
How do you create a distribution list in Classic Outlook?
Classic Outlook for Windows uses the term “Contact Group” and offers the most feature-rich creation experience.
- Open Outlook
- Click the People icon in the navigation pane
- Click Home tab > New Contact Group
- Enter a name for the group
- Click Add Members
- Choose source: From Outlook Contacts, From Address Book, or New E-mail Contact
- Select or enter members, click OK
- Click Save & Close
Adding members
Three sources feed your distribution list:
- Outlook Contacts — people already saved in your personal address book
- Address Book — your organization’s directory (company employees, if applicable)
- New E-mail Contact — manually type a name and email for someone not in either system
Keyboard shortcut worth memorizing: Ctrl+Shift+L opens a new contact group instantly from anywhere in Outlook. Faster than clicking through menus when you’re in a hurry.
How do you create a contact list in New Outlook?
New Outlook and the web version renamed the feature to “Contact List” — same concept, cleaner interface.
- Click the People icon in the left navigation
- Click the dropdown arrow next to “New contact.”
- Select “New contact list.”
- Enter a name for the list
- Add members by typing names or emails
- Click Create
Lists created here sync automatically between New Outlook and Outlook on the web. Create once, available on both — no duplicate setup required.
How do you create a distribution list in Outlook for Mac?
Mac follows its own interface conventions but achieves the same result.
- Open Outlook
- Click the People icon
- Click New Contact Group (or the + icon)
- Enter a group name
- Add members from contacts or type emails directly
- Click Save & Close
One limitation worth knowing: the newest Outlook for Mac temporarily restricted contact group creation (as of late 2024). If the option doesn’t appear, switch to Legacy Outlook for Mac through Outlook > Preferences > toggle off “New Outlook.”
How do you use a distribution list?
Day-to-day usage is straightforward once the list exists.
| Action | How to do it |
| Send to group | Type group name in ithe To field — Outlook auto-suggests it |
| See all members | Click the + icon next to the group name to expand |
| Remove one person | Expand the list first, then delete the individual address |
| CC or BCC the group | Type the group name in the CC or BCC field instead |
Expanding the list
Clicking the + icon next to a group name in the recipient field “expands” it — replacing the group name with individual email addresses.
Useful when you need to exclude one person from a specific email without removing them from the list permanently.
The expansion only affects that single message. Your saved list remains unchanged.
How do you edit or update a list?
Lists require maintenance as team members join, leave, or change roles.
| Platform | How to edit |
| Classic Outlook | Double-click group in Contacts > Add/Remove Members > Save & Close |
| New Outlook/Web | People > All contact lists > Select list > Edit > Make changes > Save |
| Mac | Double-click group > Edit members > Save |
Review lists quarterly (at a minimum). Former employees left on distribution lists skew engagement metrics and cause confusion when messages bounce or get forwarded unexpectedly to managers, wondering why their departed team member is still receiving project updates.
How do you share a distribution list?
Personal lists stay private by default, but sharing is possible through a somewhat indirect method.
| Method | Steps |
| Drag-and-drop | Drag group from Contacts into email body; recipient drags attachment to their Contacts |
| Forward as contact | Right-click group > Forward Contact > As Outlook Contact |
The drag-and-drop approach is surprisingly effective. Drag the contact group from your People folder directly into an email body — it becomes an attachment.
The recipient drags that attachment into their own Contacts folder, and the list replicates on their end. No export/import files, no IT involvement.
What are the limitations?
Distribution lists handle basic email broadcasting well but lack features that larger teams need.
| Limitation | Details |
| Recommended size | 100 members or fewer |
| Visibility | Personal lists are private to the creator |
| External members | May be restricted in organizational settings |
| No shared editing | Only the creator can modify (unless placed in a shared folder) |
| No collaboration | No shared calendar, files, or conversation threads |
When to use alternatives?
Here are alternatives, and their use-cases:
| Scenario | Better option |
| Need shared files and calendar | Microsoft 365 Group |
| External recipients required | Microsoft 365 Group |
| Organization-wide visibility | IT-managed Distribution Group |
| Large lists (500+ members) | IT-managed group or specialized platform |
| Analytics and tracking | External email marketing tool |
Microsoft 365 Groups offer shared mailboxes, calendars, and file storage — far beyond what a simple distribution list provides. If your group needs collaboration tools rather than just broadcast capability, M365 Groups are the better choice (though they require more setup and have different membership dynamics).
Troubleshooting
Common issues have straightforward fixes.
| Issue | Cause | Solution |
| Group not auto-completing | Not saved properly | Verify the group exists in the Contacts folder |
| Can’t find the group to edit | Wrong folder view | Check “All contact lists” in New Outlook |
| Members not receiving emails | Outdated addresses | Update the list with current email addresses |
| Group not in organizational directory | Personal list, not GAL | Contact IT to add to the Global Address List |
| Mac creation unavailable | New Mac Outlook limitation | Switch to Legacy Outlook for Mac |
Frequently asked questions
Here are some commonly asked questions about creating a distribution list in Outlook:
A distribution list is a simple collection of email addresses — it only handles sending messages. A Microsoft 365 Group includes a shared mailbox, calendar, file storage, and conversation threads. Distribution lists work for basic email broadcasts; M365 Groups suit teams needing ongoing collaboration beyond just receiving the same emails.
Yes. Import a CSV file containing names and email addresses into Outlook Contacts first. Then select all imported contacts and create a new contact group from that selection. More efficient than adding hundreds of members one by one (especially when onboarding a new team or migrating from another system).
Typically, yes, for personal contact groups — you can add any email address you want. However, organizational distribution groups managed by IT may restrict external members for security reasons. Check with your IT department if external addresses aren’t working in a company-managed list.
