Email remains the main source of communication between businesses, small businesses, consumers and marketers. There are times when you need to send the same email to a group of people frequently. Instead of always adding contacts in the compose mail menu, you can create an email group in Outlook and save yourself the hassle.
After you set up a group, you can attach it to the email and send a single message to several people at a time. To be clear, all terms like Contact Group, Contact List, Email group or Distribution list are the same. Therefore, do not get confused between them.
Important for any Outlook user who plans to send a mass email to a group of recipients, including employees, colleagues, or friends. A group email helps each user send a single email to multiple recipients at once, instead of a tedious copy-paste activity.
After all, nearly 400 million email users actively rely on Outlook as their primary email environment and encounter this issue very often. This post will show you how to create group email in Outlook using the default method. Lets start.
What is an Email Group?
An email group (contact group) is a collection of email IDs for sending emails frequently. When an administrator sends an email to an email group, all contacts in that group label receive the same email.
It is similar to a WhatsApp Broadcast where an admin posts a message to the broadcast list and everyone in the group receives the message.
Use Outlook Contacts to Create an Email Group
In the example below, we’ll use Outlook web to create a contact group. This cheat will work on all platforms like Chrome OS, Windows, Mac and even Linux.
Here is a step-by-step guide on how to create an Outlook group for sending bulk emails.
Stage 1: Open Outlook on the web and sign in using Microsoft account credentials.
Step 2: Outlook web collects small apps like Outlook Calendar, Outlook Contacts, Microsoft To-Do, and Sticky Notes. Tap the Outlook Contacts icon.
Stage 3: The following screen will show all the Outlook Contacts you have stored in Outlook.
Step 4: Hover over the contact you want to add to the mailing list, and then click the checkbox to select it. Repeat for each person you want to add to the list.
Step 5: Make sure each person you add has an email associated with them. Otherwise, they won’t show up in the label when you email them later.
Step 6: After selecting each contact, click Add to list and then select New contact list.
Step 7: Give the list a relevant name and press Enter.
You can create as many labels as you want in Outlook. Don’t forget to give them a relevant name like Family, Office, Business, Customers and more.
Sending Email Using Email Group in Outlook
Now that you’ve created a list with Outlook, it’s time to send the email using Outlook. Follow the steps in the Contact list in Outlook.
Stage 1: Open Outlook on the web.
Step 2: Tap the Create button in the upper left corner.
Stage 3: In the New Mail window, start typing the name you gave the contact list and then click the suggestion when it appears below the text field.
Step 4: Fill in the email after selecting the contact list and then click the Send button to send it to everyone in the group list.
Unlike Gmail, Outlook web does not display email addresses added in the compose mail menu. It just shows the contact group name. This is a bummer as you might have to double check contact names and email ids before hitting the submit button.
Editing an Email Group in Outlook
If you’ve recently expanded your family or office group with new members, you’ll want to add them to the Outlook Contacts group. Follow the steps below the edit email group.
Stage 1: Open Outlook Contact on the web.
Step 2: Select All Contact Lists from the hamburger menu.
Stage 3: Select the Contact list you want to edit.
Step 4: Tap the Edit button in the Contact List.
Step 5: Here you can type the person’s name or email address to add the person to the email contact group.
Step 6: If you want to remove any existing contact, tap the x next to it.
Pro Tip: Add a description for the email group if you want less confusion between created groups.
Outlook Group Limitations
Before you continue and start creating Outlook email groups, you should understand some of the limitations of this method.
- While you can easily send group emails in Outlook, creating an email group is a manual and time-consuming process. You also need to make sure you include the email ids of each person you want to add to that group.
- Email tracking is difficult. Let’s say you send an email to a group of people. Some responded while others did not. You will need to set up a separate email follow-up for each email address and manually send multiple emails.
- An Outlook group lacks personalization. You cannot customize your group emails for individual recipients. Remember that you are creating an email for a group, not for a single person. A general email doesn’t make a good impression compared to a detailed, personalized email.
Send Bulk Email on the Go
Email groups can be a boon for someone forwarding the same email to a group of people. It is also a must-have add-on for small and medium-sized businesses. At an individual level, it streamlines the email process and saves you resources and time.
Next: Do you know that users can automatically delete irrelevant emails in Outlook? Read the post below to learn how to set rules for auto-delete in Microsoft Outlook.