How to Send a Message to a Distribution List in Outlook

This article explains how to use a distribution list in Outlook to send the same email to a group of recipients. Instructions apply to Outlook 2019, 2016, 2013, 2010, and 2007 as well as Outlook for Microsoft 365.

How to Send a Message to a Distribution List

To send the same email to an entire distribution list in Outlook:

1. Create a new email message in Outlook. Go to the Home tab and select New Email.

   You can also send a meeting request to a distribution list. Select New Items in the New group of the Home tab and choose Meeting.

2. Select To.

3. Highlight the distribution list.

4. Select Bcc.

5. In the To text box, type your email address.

   To use a descriptive name in the To field, put the descriptive name in front of your email address and surround your address with < and >.

6. Select OK.

7. Compose the message.

8. Select Send to send the email to everyone on the distribution list.

Because your email address is in the To field of the message, you will receive a copy. This does not indicate an error.

How to Send an Email Mailing List

Sharing a contact group or distribution list to a person or group of people using Outlook is simple and straightforward.

1. Create a new email message in Outlook. Go to the Home tab and select New Email.

2. Go back to the main Outlook window and select People or Contacts from the navigation pane.

   Resize the windows if necessary so you can see both the message and the inbox.

3. Drag the distribution list from Contacts into the open message body.

4. Enter the recipients to whom you want to send the list in the To field.

5. Enter a subject and any other information in the message body.

6. Select Send.

More Flexible List Messages

For more advanced list emails including email marketing with personalized messages, turn to a bulk email add-on for Outlook. Outlook's own merge to email function is another option.