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How To Create A Distribution List In Outlook

Learn how to create an email distribution list in Outlook to save time daily when messaging teams, departments, or recurring groups. This tutorial will walk you through creating a mailing list in Outlook 365, Windows, and Mac. 
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Creating A Distribution List In Outlook In 2025

Microsoft Outlook's distribution lists transform how many businesses manage group communications by eliminating manual recipient selection and reducing email errors. In the era of AI-powered productivity, distribution lists remain the most efficient method for reaching multiple recipients simultaneously– outperforming individual recipient entry dramatically in speed. 

Unlike generic email blast tools that you have to pay for, Outlook's built-in distribution list feature provides unlimited group creation at no additional cost. This guide demonstrates the process of setting up a distribution list in Outlook and streamlining your email workflow. 

How To Make A Distribution List In Outlook

How To Create A Distribution List In Outlook 365

Outlook 365's web-based distribution list creator enables instant group formation without software installation. Use the following steps to create a distribution list in Outlook 365: 

1. Access People Module: Launch outlook.office.com and click the People icon (the grid of 9 dots) in the upper left corner. 

How to create a distribution list in Outlook 365: Click the People icon on the upper left corner of the page.

2. Initialize Contact List Creation: Click "All contact lists" in the left navigation panel then select "Create contact list" button (the blue button, top right). The contact list creation window will open automatically. 

How to create a distribution list in Outlook 365: Click All contact lists > Create a contact list.

3. Configure Your List Details: Enter a descriptive list name (e.g., "Marketing Team Q1 2025") and add an optional description for future reference (recommended for lists over 10 members)

How to create a distribution list in Outlook 365: Add details to the contact list.

4. Add Members To Your Distribution List: Input email addresses using semicolon separation or the Enter key. Verify all addresses show green checkmarks. 

How to create a distribution list in Outlook 365: Enter the email addresses of the contacts you want to include.

5. Finalize and Save: Click "Create" to save your distribution list. The list will appear immediately in your contact lists. 

You just learned How to create a distribution list in Outlook 365.

How To Create A Distribution List in Outlook Windows

Outlook for Windows provides advanced distribution list features including member categorization and offline access. Learn how to set up a distribution list in Outlook Windows: 

1. Launch Contact Group Creator: Open the Outlook desktop application and click "New Items" from the dropdown menu. Select "More Items" then "Contact Group". 

How to create a distribution list in Outlook: Under More Items, click Contact Group.

2. Define Group Parameters: Enter your desired group name in the designated field. Then, click to add members using one of three sources:

  • From Outlook Contacts
  • From Address Book
  • New Email Contact

How to create a distribution list in Outlook: Choose where to import email addresses from.

3. Add Your Members: Choose the contacts you want to add to your group. Check the names under “Members” at the bottom of the window.

How to create a distribution list in Outlook: Add members.

4. Save and Deploy: Once you've saved your contacts, the window will close and return to the group creation window. Click "Save & Close" in the Contact Group tab. 

How to create a distribution list in Outlook: Save your contact group.

How To Create A Mailing List In Outlook Mac

Microsoft's New Outlook for Mac (released October 2024) temporarily removed distribution list creation pending feature parity updates scheduled for Q2 2025. Users must switch to Legacy Outlook for Mac to access this functionality.

How To Create An Email List In Outlook for Mac (Legacy Version): 

1. Navigate to People View: Click the People icon in the bottom left navigation bar. 

How to create a distribution list in Outlook for Mac: Click the People icon on the bottom left corner of the page.

2. Initialize New Contact List: Click "New Contact List" in the top toolbar. The contact list window will open with blank fields. 

How to create a distribution list in Outlook for Mac: Select New Contact List at the top of the menu.

3. Configure List Properties: Name your contact list (required field) and add member email addresses individually or paste multiple at a time. 

4. Save Configuration: Click "Save" to create your Outlook distribution list. 

How To Edit A Distribution List In Outlook

Distribution lists in Outlook require regular maintenance, as email addresses can change regularly. This makes it essential to know how to edit and update a distribution list in Outlook. 

1. Locate Your Existing List: Navigate to the People/Contacts section and click "All contact lists" or "Contact Groups" to find your target list. 

How to edit distribution lists in Outlook: Choose the distribution list you want to change and click Edit.

2. Enter Edit Mode: Select your list and click the "Edit" button in the toolbar. Here, you can update the list name/description, add new members, remove members, and more. 

How to edit distribution lists in Outlook: Add or remove email addresses or edit the list name and description. Save changes.

3. Save Changes: Once you are satisfied with your changes, click "Save". Updates to your Outlook mailing list will propagate immediately. 

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Frequently Asked Questions

  • An Outlook distribution list is a saved collection of email addresses that functions as a single recipient, enabling users to send messages to multiple contacts simultaneously without entering individual addresses. Make a distribution list in Outlook to reduce email composition time for recurring group communications. Unlike CC/BCC fields requiring manual entry each time, distribution lists store member information permanently for instant reuse.

  • Yes, all Outlook versions including Outlook 365 (web), Outlook for Windows, and Legacy Outlook for Mac support distribution list creation at no additional cost. Create a new distribution list in Outlook for free with the processes outlined in this guide.

  • How To Create A Distro List In Outlook:

    Creating a mailing list in Outlook takes only a few short minutes: Access the People/Contacts section, click "Create contact list" or "New Contact Group," enter a descriptive name, add member email addresses (manually or imported), then save.

  • An Outlook personal distribution list remains private to your account only and is not visible to other organization members. Create a personal distribution list in Outlook through the same process as above. In Outlook 365, create personal lists under "My Contacts" rather than shared folders. Windows Outlook users should save to "Contacts" not "Public Folders." 

  • Edit distribution lists by navigating to People/Contacts, locating your list, then double-clicking or selecting Edit. Add members by clicking the plus icon and entering new addresses, remove members by selecting and deleting, or rename lists by modifying the title field. 

  • Outlook 365's streamlined process requires just three clicks: Open outlook.office.com, click People icon, select "Create contact list." Enter your list name (e.g., "Sales Team 2025"), add email addresses separated by semicolons or Enter key, then click Create button. The web-based interface automatically validates email formats and syncs lists across all connected devices. 

  • Share distribution lists using three methods depending on recipient needs: Export as CSV file (universal compatibility), forward as Outlook contact attachment (preserves all properties), or share via organizational Global Address List (enterprise only). Recipients import by dragging the attachment to their Contacts folder - maintaining full membership roster and properties.

  • How To Save A Distribution List in Outlook:

    Distribution lists automatically save to your default Contacts folder upon creation, with cloud backup in Microsoft 365 accounts. For additional backup: Windows users export via File > Open & Export > Import/Export choosing CSV format; Outlook 365 users download through Settings > View all Outlook settings > General > Export; Mac users drag contact groups to desktop creating .vcf files. Regular exports prevent data loss and enable list sharing.

  • Import Excel email lists into Outlook distribution lists in under 5 minutes: Format Excel with email addresses in column A (no headers), save as CSV file, then in Outlook navigate to File > Open & Export > Import/Export. Select "Import from another program," choose CSV, map the email field, and import to the Contacts folder. Create a new distribution list and use "Add Members > From Outlook Contacts" to select all imported addresses simultaneously.

  • Locate distribution lists through multiple access points: In Outlook 365, click People > All contact lists; Windows Outlook users find lists in Contacts folder marked with special group icon; Mac shows under Contacts with double-silhouette symbol. Use a search bar with list name or member email to quickly locate specific groups. Recently used lists also appear in email address autocomplete suggestions when composing new messages– try trying the first 3 letters of your list name.