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How to Create a Group Email in Gmail, Outlook, and Yahoo

Posted by Anastasia Kryzhanovska on February 21, 2022

How to create and send a group email

Anastasia Kryzhanovska

Senior Content Manager

Anastasia is a content marketer and manager with a strong IT background, passionate about storytelling and SEO. She likes creating high-quality content and helping others develop their skills. Besides work, she loves traveling, extreme sports, and reading fantasy books.
Published on February 21, 2022
Last Updated on August 24, 2022

Have you ever had to email several contacts at once?

Copy-pasting the same text into several emails is nothing out of the ordinary. But the ordinary can be so annoying. It’s also not the most exciting task – routine, manual, and time-consuming.

Knowing how to create a group email in Gmail can make a difference, though, and luckily, creating contact groups is a pretty standard feature for most email services.

The steps for emailing groups differ slightly from one platform to another, though. So in this article, you’ll find some instructions on creating group emails in Gmail, Outlook, and Yahoo.

But first, let’s review a couple of reasons why you might need it.

What’s the Point of an Email Group?

What is the point of email groups

Putting email addresses into groups allows you to keep your contacts more organized, and you can email the whole group at once – that’s at least two benefits right off the bat. But what do they give you?

  • Saved nerves. On the scale of annoyance, repetition is up there. And even if you don’t waste much time typing each address in the To field or resending a message to several addresses, at least you’re not getting annoyed.
  • Fewer errors. Have you ever mistyped an address or added the wrong person? Awkward. On the other hand, using email groups means you avoid typos or leaving someone out.
  • You benefit from features as intended. Email groups make it easier to catch up with specific factions of coworkers, clients, and even your loved ones — email isn’t just for work! You can send invites to events, provide business or product updates, and remind your family about a scheduled Sunday dinner.
  • The productivity of being on top of your email communication. You can send rejected job applicants a standardized, polite note. Just add the candidates who don’t click to a temporary Rejected folder and email everyone at once. Just don’t forget to clean it up regularly.

How Can You Use Email Groups?

You can send messages using the CC or BCC fields.

  • If you don’t want people to know about other respondents, or there could be a privacy issue otherwise — such as when the group members don’t know about each other and didn’t agree to their email addresses being shared — add the contact group name to the BCC (blind carbon copy) box to conceal all other addresses from other recipients.
  • Otherwise, if you’re using email groups just to save time inputting all the addresses, type the group name into the CC field. Or straight into the To field, if the group is the main recipient.
BCC, or Blind Carbon Copy CC, or Carbon Copy
Recipient addresses stay anonymous Everyone can see the recipient addresses

Ready to learn how to create an email group using some of the most popular email services? Let’s get rolling.

How to Create an Email Group in Gmail

Gmail is, without a shadow of a doubt, the top performer when it comes to its user base — over 1.7 billion users — and the features it offers. Thanks to Google’s contact management app that’s connected with Gmail, you can create an email group in a few simple steps.

All these steps happen in the Google Contacts manager, which you can find in the Google Workspace menu:

Creating a contacts group in Gmail

1. Whilst in your Gmail inbox or on the Google homepage, the Apps menu is right beside your account avatar, in the top right corner.

Gmail contacts manager

2. Click on it, and the Google Contacts manager will open in a new tab.

3. There are two ways you can approach the next step:  

  • Either select all the contacts you want to add to a group, click on the Manage labels block arrow menu at the top of the screen, and choose Create label, or 
  • Click on the Create label button in the left-hand sidebar.

4. Add a name for your group in Gmail.

Creating an email group in Gmail

5. If you went for the second option, you can add your Google contacts to a new label if you select them and

  • choose the group from the Manage labels menu, or
  • drag and drop them to the label in the left-hand sidebar.
Sending an email to a group in Gmail

Walk through the process with instructions in hand and you’ll be making more groups in seconds — or, well, as fast as your internet connection allows.

Now, onto the easiest part. It takes even fewer steps to send an email to that group you created:

1. Refresh your inbox tab, if you’ve just created a group.

2. Compose your email. Check out our guide on writing professional emails for some useful tips.

3. Once you’re done composing and have attached all the relevant files (if needed), use the To field or open the CC or BCC field – depending on which one you need for the group email – and start typing the name of the group label. Select the group and send or schedule your email.

Sending a group email

Alternatively, you can also select addresses in the Contacts manager and send an email to them without creating a group, in case it’s a one-time thing.

How to send a group email in Gmail

Google offers some flexibility with how you can fill up a list with contacts. It’s also great that you can just drag and drop names into an existing label.

But Gmail isn’t the one and only for a lot of people. You might even have a few inboxes with several providers. So let’s get into details about creating an email group in Outlook.

How to Create an Email Group in Outlook Webmail

Outlook currently holds the second most popular webmail position. Is it too different from Gmail in terms of creating email groups? Not really, but it does offer a different terminology – to create an email group in Outlook.live, you need to get to the People tab. You’ll find the button for it in the left-hand side menu.

Creating a group in Outlook
Creating an Outlook email group

1. Now you need to create a contact list by opening the drop-down menu for the New contact button – click the down-pointing arrow and select New contact list.

Outlook People tab

2. A new pop-up window will appear, where you can add the email group name and select the contacts you want in it.

3. Alternatively, you can select the contacts you need, click on the Add to list button in the top menu, and

  • add them to a previously created mailing list, or
  • click on New contact list and create a new one.
How to create an email group in Outlook webmail
Sending an email to group in Outlook

Ready to start emailing that group? Get back to the Inbox tab to write an email:

1. Like with Gmail, it’s also good to refresh the inbox tab to make sure all the changes synchronize.

2. Compose a new email and add attachments if needed.

3. In the CC or BCC field, start typing the group name and select the needed one. Send or schedule your email.

Sending a group email in Outlook.live

Creating an email list in the Outlook webmail app is easy, but the whole People tab is confusing. For example, Lists, Folders, and Groups are all different features, but there’s no clear distinction on how to use them. The interface could do with a few pop-up hints.

What doesn’t need any hints is Yahoo. Let’s see why.

How to Create an Email Group in Yahoo

Yahoo’s user base is a smidgen compared to Gmail and Outlook pulled together — just over 200 million users worldwide. Still, it’s one of the top email services. Creating an email group here is arguably even more simple than making one in Gmail or Outlook.

How to Create an Email Group in Yahoo

1. In the right-hand sidebar, along with Settings and Calendar, you’ll find Contacts. Click on it, and you’ll see your top contacts, all contacts, and lists. Select the latter.

2. Click on the Create list button.

3. Add a name and the contacts you want there. Click Save, and you’re done!

How to create an email group in Yahoo
Sending an email to a group in Yahoo

Like with Gmail and Outlook, refresh your webmail after creating an email group to make sure the changes take effect. Then, you can send your first email to the group.

1. Compose an email and add attachments if needed.

2. Type the name of the needed email group into the CC or BCC field and select it.

Sending a group email in Yahoo

3. Send or schedule your email.

Sending an Email to a Group in Yahoo

Like with Gmail and Outlook, refresh your webmail after creating an email group to make sure the changes take effect. Then, you can send your first email to the group.

1. Compose an email and add attachments if needed.

2. Type the name of the needed email group into the CC or BCC field and select it.

3. Send or schedule your email.

What about Other Email Services?

Your choice of email service may fall under one that satisfies a particular demand – like Tutanota and ProtonMail do in terms of email security. In this case, it’s good to know that most email providers that offer a contacts manager also offer some sort of functionality that allows for creating email groups. 

The bigger question is – are you satisfied with the email management aspect of the service you use? 

Webmail interfaces are often limited in their feature sets. So, what’s the alternative?

Mailbird – Improve Your Email Management Efficiency

In between phone calls and face-to-face meetings, emails can pile up and overwhelm your schedule.

In that case, you need a desktop solution that will allow for more streamlined inbox management, like Mailbird. It’s powerful in its productivity features, yet it has a simple interface that works as expected. 

Get Mailbird and Check the Most Effective Way to Manage Your Email Accounts!

Try Mailbird for Free

Gain Quality through Advanced Features

Mailbird offers a lot of functionality that helps organize email communication, as well as making the handling of one or multiple inboxes more time-efficient and convenient. 

Here are some of them:

Feature Why you need it What it gives you
Unified Inbox Managing more than one email account, calendar, and contacts app in several tabs isn’t ideal. The unified functionality connects accounts from different email providers in one place and also extends to other features, like email and attachment search, calendar, and contacts management.
Contacts app Jumping from one contacts tab to another wastes time. Mailbird’s contacts manager contains addresses from all connected accounts, which you can group however you wish. You also have the option to email selected contacts or a group.
Email tracking Sending emails is sometimes like throwing a message in a bottle into the ocean. It’s most likely been delivered, but was it read? When enabled, this feature will show which contacts from a single or a group email have viewed your message and when. This provides more context to communication.
Snooze Sometimes, you just can’t deal with an email right away, or you might need it later. You can choose a better occasion for an email to hit the top of your inbox. For example, snooze a group email you sent until it’s time to follow up to act as a reminder.
Attachment search Images and documents are a great source of information about a product or deal, but how do you find one just by the email topic or file name?  You can view all the attachments you’ve sent or received. And if you do remember some info about it, search for particular attachments by name and size.
In-line reply Imagine you’re replying to a longer email – it might be confusing which points you’re answering. This feature allows for writing a response to specific parts of an email, so there are no doubts about the context of an answer.
Tagging In a group email, it’s not always clear to whom you’re addressing a certain piece of info. Mailbird allows for tagging contacts within the email body, and they will be automatically added to the addressee list, if not present already.
App integrations You might need to connect with other apps quickly, while you’re still in the mailbox. Mailbird integrates with almost 30 apps that enhance productivity and online communication, including Google Workspace, Asana, Dropbox, and popular messengers.
Helpful support Can’t find a solution quick enough? There’s no time to waste rummaging through the site. You can email real people to help you with any issues you might come across while using Mailbird. There’s also a knowledge base just in case.

Whether you own one or many inboxes, Mailbird can make your email management much more organized and clear. 

Conclusion

Creating group emails can simplify your communication and make it much quicker to send the same message to a bunch of people. And it’s possible in pretty much any webmail service that allows for contacts management. 

The idea is simple – create a folder, add email addresses into it, and then use the folder’s name in the To field of the Compose window.

What can further simplify email management is using a desktop email client like Mailbird. 

It offers a classy powerful interface for handling one or more email accounts. You get a handful of valuable features that get things done — like tracking an email, in-line reply, and third-party app integrations — for a very reasonable fee.

Take Mailbird for a free test drive and see how your email experience changes.

Simplify your account management and get the most out of your paid email features with Mailbird

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FAQ

How do I create an email group in Gmail in 2022?

For that, you need to first go to the Contacts app, select the Google contacts you want in that group, and create a label name for them. Then, you can use this label name when composing an email, and Gmail will know which contacts to send it to.

How can I create a group email?

It’s easy to do if you first group email addresses under a label or mailing list. Then, you can choose the group you want to message when composing an email.
Alternatively, you can add Gmail contacts in the To field of your compose window one by one.