How to Create an Email Distribution List?


The way we communicate has changed dramatically as a result of email. Communication has gotten faster and simpler in all areas of life, from working inside an organisation to talking with family and friends. You can use addresses from a variety of sources when creating a distribution list or group. It’s usually faster to establish a distribution list if all of the addresses are already in an address book or Global Address List, but this isn’t always the case.


On the fly, you may easily add new addresses to a new distribution list. To make a distribution list from an existing email, identify an email that was sent to the addresses you want to include in your distribution list. Globally, there are around 3.8 billion email subscribers.


Email, on the other hand, is more than simply a medium of communication. It has also brought with it a level of ease that has aided in the improvement of efficiency.


The distribution list is one of such conveniences. So, let’s walk you through the steps of how to make one.

What Is an Email Distribution List?

You may need to send the same email to a number of people at times. The CC feature, which allows you to construct an email and manually insert the desired recipients’ email addresses, is one function that makes this simple.


A distribution list is an email client feature that allows users to keep track of email addresses or send messages to everyone in their contact book at once.


While this is convenient, what happens when you need to send emails to the same people repeatedly? In this instance, having an email distribution list will come in handy. An email distribution list is a collection of email addresses to which you send emails on a regular basis.


It may be people of your workplace or perhaps your club. Despite the fact that they save time and effort, they are a regulatory disaster waiting to happen.

When It Comes To Distribution Lists, Distribution Groups, And Contact Groups, What's The Difference?

When it comes to the email technology environment, most of these names may be used interchangeably.


The word “contact group” is newer than “distribution list,” and it was most likely altered to be more self-explanatory in order to avoid user confusion.


In other circumstances, distribution lists are handled centrally for the whole business, and emails addressed to these lists are often sent from an internal communications or human resources-owned email account rather than a personal email address.


Personal contact groups may be formed in an individual email account, allowing you to create personalised contact groups. Continue reading to find out how.

How to Create an Email Distribution List?

Now let’s get down with our main event and learn how to create an Email Distribution List. Use the simple steps below.

Creating a Distribution Group from an existing Email

To make a distribution list from an existing email, identify an email sent to the addresses you want to include in your distribution list.


Whether you or someone else sent the message to all of the addresses, go to your Inbox or Sent mail folder. Locate and open the email that was sent to the addresses.

Select Reply To All from the drop-down menu. If the addresses are in the To box, click the word To, CC if they are in the CC field, or BCC if they are in the BCC field on the reply message.


These fields appear to be grey text and do not appear to be clickable links, yet they are.

A new contact window will appear on the screen. At the bottom right of the new window, click the Save as Group option (disregard the contacts that show up in the upper window). Give the group the name you choose. Below the addresses, a notification will display in yellow stating that Group “name of the group” has been formed.

Create employee distribution lists in Outlook


Step one: Create a Contact Group


To begin, open Outlook and use the people icon in the folder pane to travel to the ‘People’ page. The folder pane is located on the left-hand side of your Outlook screen. Then, at the top of your screen, under Outlook’s main ribbon, select ‘New Contact Group.’


Step two: Name and populate your Contact Group.


In the New Contact Group window, give your group a name. The name of your Contact Group should be helpful, relevant to the group, and easy to discover among your existing Contact Groups. We suggest naming the group after the persons who will make up its membership.


Create a group for Staffbase’s Kelowna office, for example. It’s now time to add some of your contacts from your address book. If you have this information connected to your address book, you may manually choose people or search by parameters such as location or title. Before looking for a new characteristic, remember to choose “More Columns.”


Before selecting the “Members” button and then “OK,” you may pick as many contacts as you wish. Don’t forget to save your work!

Step Three: Use those lists!


Congrats! You now have your own segmented distribution list to whom you may send emails using the same emailing method as before. There are no difficult workarounds or workflow changes required. You can just insert your new group name in the “To” section the next time you want to send an email that is relevant or targeted to your new group, and you’re done!


  • Question: What is the difference between a distribution list and a group in Outlook?


Answer: To send emails, you can utilise Office 365 groups and distribution lists. If you simply need to send emails, create a distribution list. Use the groups if you want extra collaboration features.

  • Question: Can I create distribution list in Gmail?


Answer: 1) Enter each person’s email address who you wish to be on a specific distribution list. 2) Select “To” from the drop-down menu to the left of the email addresses. 3) Once the contacts window has appeared (as seen below), click the “Save as Group” option in the lower right corner of the window.

  • Question: What is the difference between a distribution list and shared mailbox?


Answer: A shared mailbox is an email address that can be accessed and managed by numerous persons. When an email is sent to a Distribution Group, the message is delivered to several recipients’ inboxes.

  • Question: How do I create a distribution list calendar?


Answer: Make a calendar group for yourself.

Click Calendar Groups > Create New Calendar Group in the Manage Calendars group on the Home tab of Calendar.

Click OK after giving the new calendar group a name.

Select the Address Book or Contact list from which you wish to select your group members under Address Book.

Closing Words

By following the above techniques, you can quickly create an Email Distribution List. Just remember to be specific. 


Do let us know if we have missed anything.

Leave a Reply

Your email address will not be published.