Outlook 365 Mailing List: The Quick Guide

But when you're a New Outlook user, the process for creating a contact list or distribution group isn't exactly the same depending on the purpose and version of the Microsoft Outlook application.

Today, we'll explain the different methods for creating an email list in Outlook, particularly in the desktop version of 365.

Why Create a Mailing List?

Unless you're raising bears in the Alps, chances are you communicate by email if you're a professional. So you know how tricky contact management can be when working with a large group of people.

Creating distribution lists allows you to optimize your correspondence and keep track of it, but that's not all! A mailing list/contact group/distribution group guarantees you:

• A real time saver: you no longer have to enter each contact address individually from your address book in Outlook, but can send the same email to a group of people.
• Simple, segmented communication: you can be sure that all recipients on a list receive the same message according to your objective.
• Better organization: you can sort your Outlook contacts according to different departments within your company or according to specific customer profiles.
• A professional touch: since your email address list is linked to a professional email address, your communication immediately appears more serious and professional. What's more, to stay professional in all circumstances (even when you're not in the office), don't forget to set up email forwarding in Outlook!
• Optimized subscription management: you can easily add or remove email contacts from a newsletter subscription list, for example.

Do you like life hacks like this? Find out how Outlook rules can simplify your life.

What Is the Difference Between a Mailing List, Contact Group, and Distribution Group?

In the world of email marketing, we often encounter similar terms with slightly different meanings. This is the case with the expressions "mailing list," "contact group," and "distribution lists," three concepts that are often used interchangeably but have slightly different meanings.

Define Distribution List

Contact Group

Mail Distribution Group

This is somewhat the opposite of an email alias, which is a secondary address that redirects emails received to a single address. On this topic, find out how to create an Outlook alias.

How Do I Create New Group in Outlook?

Creating a Contact List in Outlook 365

First of all, you need... an email account! Here's how to create your Outlook email account in a few simple steps.

Next, follow these step instructions:

1. Launch Outlook and go to the People tab or contacts section.
2. Select New Contact Group from the toolbar at the top.
3. Find a name for the list/group.
4. Select Add members, then add them manually or from your address book in Outlook.
5. Click Save and Close.

This feature allows you to manage email lists efficiently for any group of people you communicate with regularly.

Creating Outlook Distribution List in Outlook Web

1. In Outlook Web, select People in the left navigation pane.
2. Then click New Contact and then New Group.
3. Find a name for your list.
4. Select Create, then Add members.
5. Enter your Outlook contacts.

How Do I Set Up a Distribution List in Office 365?

To create distribution lists in Outlook Office 365, you must first be an administrator.

Then:

1. Go to https://admin.microsoft.com
2. In the menu on the left, click Groups > Groups.
3. Select Add a group.
4. Then choose Distribution group.
5. Enter a name and email address for the distribution group.
6. Add your members from your Outlook contacts.
7. Finish by clicking Create.

How Do I Create Email Group in Outlook Mac/Windows?

For Outlook for Mac users, the process to make a contact group follows these step instructions:

1. Open Outlook for and navigate to the People section.
2. Click New Contact Group in the menu bar.
3. Enter a name for your group of people.
4. Add members from your address book or manually enter email addresses.
5. Save your new distribution list.

This feature works similarly across Outlook for Windows and Outlook for Mac, making it a straightforward process regardless of your operating system.

How Do I Create a Shared Contact List in Outlook?

Want to create a contact list shared with different colleagues? It is not possible to share distribution lists/personal contact group from the New Outlook. To manage email lists collaboratively, you must use Microsoft 365 and SharePoint:

1. Go to https://portal.office.com and select SharePoint.
2. Create or select your team site.
3. Then add a contact list.
4. Add your members, or give other users access to the site.
5. You can then synchronize your list with Outlook by clicking on Connect to Outlook.

Another method is to ask your IT administrator to create a shared contacts folder in a shared mailbox. You can also use Microsoft 365 Groups, the Microsoft feature that allows you to share the same mailbox with a group of people.

Manage Email Lists and Outlook Edit Distribution List

To edit existing distribution lists:

1. Navigate to your Outlook contacts section.
2. Find the contact group you want to modify.
3. Double-click to open and select Edit Group.
4. Add or remove members as needed from your address book in Outlook.
5. Save your changes.

This feature allows you to keep your email address list current and relevant for your group of people.

We hope this short guide to Outlook distribution lists has been helpful! To boost your communication, discover the power of the Outlook email signature.

Letsignit is an email signature management solution that enables organizations to transform their employees' email signatures into a powerful 1-1 engagement medium for their brands and campaigns.

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