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Create and manage a contact list in Outlook

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Create mailing lists in the Outlook desktop app
Outlook on the web
How to create mail groups using Outlook 2013 and 2016
Create mailing lists in Outlook 2010
Create a contact list in Outlook on the web
Edit email groups using Outlook on the web

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Create and manage a contact list in Outlook

Outlook contact lists or distribution lists allow you to send the same notification to different people at the same time. With this step-by-step guide we will show you how easy it is not only to create a contact list with Outlook, but also to manage it, both in the desktop application and on the web..

Index
  1. Create mailing lists in the Outlook desktop app
    1. How to create mail groups using Outlook 2013 and 2016
    2. Create mailing lists in Outlook 2010
  2. Outlook on the web
    1. Create a contact list in Outlook on the web
    2. Edit email groups using Outlook on the web

Create mailing lists in the Outlook desktop app

In newer versions of the Outlook desktop application, contact lists are called contact groups . The procedure for creating contact groups may be different depending on the version of Outlook you use .

How to create mail groups using Outlook 2013 and 2016

In the following steps we will explain how to create contact groups with Outlook 2013 and 2016..

Step 1: Open the contacts management of the Outlook application by clicking the button? People? (People) from the navigation bar.

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Outlook desktop app - extended navigation bar

In case of using the compact navigation bar, the category? People? will be displayed with the corresponding icon..

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Outlook desktop app - compact navigation bar

Step 2: in the sidebar? My contacts? (My Contacts), select the folder where you want to save the new group of contacts. The folder? Contacts? Will be displayed by default. created automatically by Outlook during program installation.

You can create a new contact folder whenever you want.

Step 3: Click on? New Contact Group? (New Contact Group). The button is available in the field? New? from the? Home? (Home).

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In the category? People? (People) all contacts and contact groups saved in? My contacts ?. If required, separate contact folders can be created to classify contacts by subject, for example? Business contacts ?,? Private contacts ?, etc.

Outlook will open a new window called "Contact Group".

Step 4: name the new contact group.

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The name of the new contact group should be as short and concise as possible.

Step 5: Click? Add Members? (Add Members) and select one of the three options:

  • From Outlook contacts
  • From the address book
  • New email contact
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In the case of Outlook contacts, this is a special folder in the address book. Those people who are not yet saved, neither as Outlook contact, nor in the address book, can be added using the button? New email contact ?.

If you select the options? From Outlook contacts? or? From address book ?, then Outlook opens a new window,? Select members? (Select Members). If you select the option? New email contact ?, then the window? Add new member ?.

Step 6: select from the address book those people you want to add to the contact group. To do this, mark the desired contact in the selection window and press the button? Members ->? (Members).

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If necessary, use the search function to find the desired contacts in the Outlook address book.

To add people who have not yet been saved to the address book to a group of contacts, first create those contacts.

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Put the check mark on? Add to contacts? (Add to Contacts) to automatically adopt all contact information of new members into Outlook contacts.
advice

Do you want to add contact information from other applications to your Outlook address book? Our guide to importing contacts from Outlook will help you.

Click the button? Remove member? to delete a contact from the mailing list.

Step 7: Click? Save and Close? once all the desired contacts have been added to the new contact group.

The new contact group will be displayed in the previously selected contact folder in the left sidebar of the Outlook window.

If you want to make changes to an existing contact group , select the desired group and click the? Edit? Button. available in the contact description.

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Edit a group of contacts.

To edit a group of contacts, follow the same steps as for creating a new group of contacts in the "Contact group" window.

advice

Alternatively, you can use the option? Edit contact group? available from the context menu. To open it, right-click on the desired contact group.

Create mailing lists in Outlook 2010

Are you using the Outlook 2010 version ? In the following steps we explain how to create a new Outlook email group.

Step 1: select the Outlook category? Contacts? and click? New Contact Group? from the? Home ?. The button is available in the "New" group.

Outlook will open a new window.

Step 2: in the? Name? Field, enter a name for the new group of contacts.

Step 3: select the tab? Contact group? and click the button? Add members? available in the group? Members ?. Select one of the three options:

  • From Outlook contacts
  • From the address book
  • New email contact

If you select the option to add people from the address list or from the "Contacts" folder, then Outlook will open the "Add Members" window.

Mark the desired contact in the selection window and press the button? Members -> ?. If necessary, use the search function. You will have to repeat the process for all the addresses you want to add to your distribution list.

If you want to add to the contact group people who are not yet saved in the address book, use the option? New email contact? and enter the required contact information in the "Add New Member" dialog box.

Step 4: Click? OK? once you have added all the desired people to the contact group. The new mail group is displayed with the previously selected name in the? Contacts? Folder.

Outlook on the web

Create a contact list in Outlook on the web

Outlook on the web, the web application of the reputed Office 365 email program , offers the ability to define groups with individual email addresses. Notifications sent to the address of a group of contacts are automatically sent to all members of the group without the need to specify the addresses separately.

Step 1: Open your browser and use your user credentials to sign in to Office 365.

Step 2: Select the Outlook on the web app.

Step 3: Click on the gear icon in the menu bar and then click on the option? Email? available in the? app settings? shown in the right sidebar.

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For users, the Outlook on the web application can be somewhat cumbersome, as it requires familiarization with menu navigation.

Step 4: In the left sidebar, navigate to the field? General? and access? Groups of mailing lists? (Distribution groups).

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As an alternative to groups of mailing lists, the web application offers the so-called Office 365 groups that, in addition to the function of an email list, offer team functions, such as joint editing of documents, tables or project plans .

Step 5: click the? Plus? available in? My mailing list groups? (Distribution groups I own) to create a contact list.

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The menu option? Mailing List Groups? It is used both to create mailing lists in Outlook and to edit already created groups.

Your Outlook on the web application will open a new browser window called? New Mailing List Group? (New distribution group).

Step 6: configure the distribution group by entering a name and an alias and define the email address that can be used to send notifications to the email group. In the field? Notes? You can enter a description of the post group and its role. Activate the check mark in? Make this the security group? (Make this group a security group) if you want to create a closed group.

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Select both a name and an alias. Both must be unique among the different domain names in which the mail groups are created. The group email address is a combination of the alias and the domain.

You will be automatically registered as a group owner.

Note

Group owners manage security groups. Only they can add new contacts or delete members.

Step 7: Specify other group owners who should have the same rights as you in the future. Click the plus sign to add people from the address book.

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People you want to add to the mailing list group as owners or members must be saved in your Outlook contacts.

Step 8: Add members to the group. To do this, click on the? Plus? and select the people in the address book.

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The check mark in? Add group owners as members? (Add group owners as members) must be activated in case you want to be a member of the group.

Step 9: Define the conditions under which people can register and unsubscribe as members.

If you have created a standard group, then the following options are available:

high

  • Open: all Office 365 users can join the group without authorization.
  • Closed - Only owners can add members to the group. Registration requests will be rejected automatically.
  • Owner authorization: Only owners can add members to the mailing list group and authorize registration requests.

Low

  • Open: Members of the mailing list group can unsubscribe at any time without authorization.
  • Closed: Only group owners can delete group members.
Note

Security groups cannot be created as open groups.

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With Outlook on the web mailing lists can be created as open or closed groups as desired.

Step 10: Close the setup process by clicking? Save? (Save).

The new mailing list will be displayed in? My mail groups ?. If, as the owner, you are also a member of the group, you will also be added to? Mail groups to which I belong ?.

Edit email groups using Outlook on the web

Mail groups are edited in the menu option with the same name that is available in the Outlook settings.

Step 1: select the group you want to edit in the view.

Step 2: Click on the pencil icon to edit it. If you want to delete it, click on the trash can icon.

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Email groups that you own or belong to are displayed with the display name and email address.

Outlook on the web will open a new browser window in which you can make adjustments to the email group.

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If necessary, edit the Outlook email groups in the various categories.

Step 3: Close the Outlook email group editing process by clicking? Save ?.

All modifications are saved and become active immediately.


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