Home» Office 365» Create & Manage Outlook Email Distribution Lists
Table of Contents

Create & Manage Outlook Email Distribution Lists

author
Published By Mohit Kumar Jha
admin
Approved By Admin
Calendar
Published On July 25th, 2025
Calendar
Reading Time 7 Minutes Reading

Want to save important client numbers into one distribution list in Outlook 365? But don’t know how to do it? So, here I am to help you explain how to create a distribution list in Outlook 365. Furthermore, I will also suggest ways to manage your distribution list.

When a user has to send an email message to multiple people, the distribution list is used to do that. In Outlook 365, a distribution list is a kind of contact group. In this list, you add several email recipient addresses, which makes it easier for you to send a single email message to multiple people.

This feature is helpful to organizations by improving their communication with teams, departments, or client groups. But, apart from this, there is another contact group: Microsoft 365 groups, where their functions are somewhat similar. Let’s see the difference between these two functions.

Distribution Lists VS Office 365 Groups

Some users think that they are similar because of their purpose: sending a single email to a group of recipients. However, their functions are different.

Distribution List is a simple feature of Outlook 365 that allows you to send your emails to multiple people at once. In this, you can share email, contacts, and calendars with others; however, you can’t share the inbox and collaboration tool. The distribution list is available to all Outlook 365, Outlook on Web, or Office 365 users. However, the members cannot even access shared files, calendars, etc.

Office 365 Group is a more advanced approach. It is also used to share your data with multiple people. But it allows you to share resources, and members can access the shared resources.

Therefore, the distribution list is a traditional approach, and the Office 365 group is a more modern approach. But still, many users want to create distribution lists in Outlook 365 for various reasons.

Reasons for Outlook 365 Distribution List Creation

  • It makes the process of typing and sending the same email to multiple users easier. Just by a single click, you can share your message with your team and departments at the same time.
  • There are chances of errors, or you make mistakes when you are manually sending the emails. But using this decreases your mistakes and errors.
  • Your repetitive task becomes simpler, as in just a few minutes, the emails are shared with multiple people.
  • It is easy to add, remove, or update the members in a distribution list without changing other members’ lists.
  • The distribution lists can be created for any purpose, such as for a team, a project, internal communication, or customers.

So, making the distribution lists can help you in so many ways. Now, to know how you can create, follow the methods below.

How to Create a Distribution List in Outlook 365?

As the distribution list makes your work easier, it is also simple to create the list. In the next section of the article, I am going to explain every way to create an email distribution list in Outlook 365. The following are the options:

  • Desktop Outlook application
  • Outlook on the Web
  • O365 Admin Portal

Adding Members to Distribution Lists in Outlook Office 365

In your Outlook application, making a distribution list is easier; just follow the steps below.

  1. In the email clients, go to the People icon in the left corner of the screen.
  2. Click on the New contact option and select the New group option.
  3. Now, enter the contact group name and describe why you created the list.
  4. You can either enable the option “if members in your group will receive all group conversations in their inbox” or disable it according to your needs.
  5. Once you are satisfied with all the settings, click on the Create option.
  6. To add members to the distribution list, provide the email addresses in the Add Members section.
  7. Lastly, click on the Add button.

Create a Distribution List in Outlook 365 (Outlook on Web)

  1. Open the Web Outlook and log in to the account using the Outlook 365 details.
  2. Go to the People icon tab on the left panel. Select the New contact option.
  3. Choose the New contact list button. Name the new contact list and add email addresses.
  4. Lastly, press the Create button.

Outlook 365 Distribution Lists Creation with M365

Using Office 365, you can also create your distribution list.

  1. Log in to the Admin portal, then go to the Teams & groups option.
  2. Click on the Active teams & groups. Select the distribution list.
  3. Enter your name, description, and other required information.
  4. Add owners for the distribution list, and click on the Next button. Then, press the Create button.

Here are the ways to create a distribution list in Outlook 365. By properly following this method, you can have your distribution list. But creating is not enough; you also have to know how to manage the list. So, let’s see how you can do it.

How to Manage Distribution Lists in Outlook 365?

To maintain proper and secure communication in the distribution lists, managing them is very important. Below are some points that you must take before

  1. Assigning users as the owners: The list has an option to have more than one owner to make communication easier. Below are the steps to do.
    • Log in to the Web Outlook 365 and go to the Settings.
    • Select the Distribution groups option and edit the distribution groups I own.
    • Choose the Pen icon option and then the Ownership button.
    • Click on the + sign. In another window, go to the My contacts option.
    • Then, select the All Users option.
  2. Change the email addresses that send to the group: The program also offers you the ability to choose who can send the message and who cannot.
    • Go to your distribution list page in Outlook 365. Then, settings
    • In the General section, click on Distribution groups. Press the Edit option.
    • Select the delivery management. Then, specify which user sent the message.
  3. Generate MailTip: MailTip is a helpful feature that informs users about potential risks when composing a message.
    • Again, go to the Outlook 365 and Settings page.
    • Click on the General button, and choose your distribution groups.
    • Press the pen icon under the Distribution groups I belong to section.
    • Select the MailTip and write it down to create a MailTip. Then, save the changes.

All these are used to manage your distribution list. But what about your data in the distribution list? Don’t worry, I have a way that can help you.

Save Data of Distribution Lists

Along with managing your distribution list. It is also important to manage the data shared within the distribution list. When data is shared in the contact list. It is stored in the recipient’s contact folder or their address book. So, it’s their responsibility to secure their data. If every member has Outlook 365, then SysTools Office 365 Backup Software is a great tool. By using this, users can easily save their address book and other data without any issues.

 Download Now  Purchase Now

In Conclusion

In this article, I have explained how you can create a distribution list in Outlook 365. Here, I also discuss the difference between a distribution list and an Office 365 group. Then, provide the three methods to create the distribution list. Furthermore, I also share the ways to manage your distribution list and its data.

Also Read: How to Save Outlook 365 Email as EML File?