This article explains how to create a distribution list with categories and send emails to them in Outlook for Microsoft 365, Outlook 2019, 2016, 2013, 2010, and 2007.

What to Know

  • Select the contacts to add to the list and go to Home > Categorize > All Categories > New > name the list.To add contacts to the list, choose the contacts and select Home > Categorize > list category > OK.

Use Contact Categories as Distribution Lists in Outlook

To create a distribution or mailing list with categories in Outlook for Microsoft 365, Outlook 2019, 2016, 2013, and 2010:

  • In Outlook, select People. Or, press Ctrl+3.
  • Highlight the contacts you want to add to the distribution list. To highlight multiple contiguous entries, press Ctrl and select contacts. To select a range, press Shift, then select the first and last contact in the range.
  • To add people who are not in your Outlook contacts, press Ctrl+N to create a new contact.
  • Go to the Home tab.
  • In the Tags group, select Categorize.
  • Select All Categories.
  • In the Color Categories dialog box, select New.
  • In the Add New Category dialog box, enter a name for the distribution list.
  • Select the Color dropdown arrow and choose None or assign a color.
  • Select OK.
  • In the Color Categories dialog box, verify that the new category is selected.
  • Select OK.

Add Members to a Distribution List

To add new members to the distribution list at any time:

In Outlook, select People. Or, press Ctrl+3.

Highlight the contacts you want to add to the distribution list. To highlight multiple contiguous entries, press Ctrl and select contacts. To select a range, press Shift, then select the first and last contact in the range.

To add people who are not in your Outlook contacts, press Ctrl+N to create a new contact.

Go to the Home tab.

In the Tags group, select Categorize.

Select All Categories.

In the Color Categories dialog box, select New.

In the Add New Category dialog box, enter a name for the distribution list.

Select the Color dropdown arrow and choose None or assign a color.

Select OK.

In the Color Categories dialog box, verify that the new category is selected.

  • Go to People.
  • Highlight the contacts you want to add to the list.
  • Go to the Home tab.
  • In the Tags group, select Categorize.
  • Select the list’s category.
  • If the category does not appear in the menu, select All Categories, select the list’s category checkbox, then select OK.

Send a Message to Your Category Distribution List

To compose a new message or meeting request to all members of the category distribution list:

Go to People.

Highlight the contacts you want to add to the list.

Select the list’s category.

If the category does not appear in the menu, select All Categories, select the list’s category checkbox, then select OK.

  • Go to People.
  • Select Search Contacts or press Ctrl+E.
  • Go to the Search tab.
  • In the Refine group, select Categorized.
  • Select the desired category.
  • Go to the Home tab.
  • In the Actions group, select Mail Merge.
  • In the Mail Merge Contacts dialog box, select All contacts in current view.
  • Select the Document type dropdown arrow and choose ​Form Letters.
  • Select the Merge to dropdown arrow and choose Email.
  • In the Message subject line text box, enter the subject for the email.
  • Select OK.
  • Compose the email text in Word. Go to the Mailing tab to use the tools in the Write & Insert Fields group to customize greetings for each recipient and insert other address book fields. Select Preview Results to view your fields and rules in the email for each recipient.
  • Select Finish & Merge > Send Email Messages.
  • In the Merge to E-mail dialog box, select the To dropdown arrow and choose Email.
  • Select the Mail format dropdown arrow and choose Plain text or HTML.
  • In the Send records section, select All.
  • Select OK.
  • If prompted, select Allow.

Use Contact Categories as Distribution Lists in Outlook 2007

To create a distribution or mailing list with categories in Outlook 2007:

Select Search Contacts or press Ctrl+E.

Go to the Search tab.

In the Refine group, select Categorized.

Select the desired category.

In the Actions group, select Mail Merge.

In the Mail Merge Contacts dialog box, select All contacts in current view.

Select the Document type dropdown arrow and choose ​Form Letters.

Select the Merge to dropdown arrow and choose Email.

In the Message subject line text box, enter the subject for the email.

Compose the email text in Word. Go to the Mailing tab to use the tools in the Write & Insert Fields group to customize greetings for each recipient and insert other address book fields. Select Preview Results to view your fields and rules in the email for each recipient.

Select Finish & Merge > Send Email Messages.

In the Merge to E-mail dialog box, select the To dropdown arrow and choose Email.

Select the Mail format dropdown arrow and choose Plain text or HTML.

In the Send records section, select All.

If prompted, select Allow.

  • Go to Contacts.
  • Highlight the contacts you want to add to your new distribution list.
  • To add new members later, assign them to the appropriate category individually.
  • Select the Categorize toolbar button. Or, select Actions > Categorize from the menu.
  • Select All Categories.
  • Select New.
  • Enter a name for the distribution list.
  • Select the Color dropdown arrow and choose None.
  • Select OK.
  • Verify that the new category is checked and select OK.

Send a Message to Your Category Distribution List in Outlook 2007

To compose a new message or meeting request to all members of the category-run distribution list:

Go to Contacts.

Highlight the contacts you want to add to your new distribution list.

To add new members later, assign them to the appropriate category individually.

Select the Categorize toolbar button. Or, select Actions > Categorize from the menu.

Select All Categories.

Select New.

Enter a name for the distribution list.

Select the Color dropdown arrow and choose None.

Verify that the new category is checked and select OK.

  • Go to Contacts.
  • Select View > Current View > By Category.
  • Select the desired list category’s heading.
  • Select Actions > Create > New Message to Contact or Actions > Create > New Meeting Request to Contact.
  • Select OK if Outlook notifies you that your action will apply to all items in the group.
  • Select the To field or the Bcc field. For list messages, consider adding addresses to the​ Bcc field to avoid revealing every contact’s address.
  • If a contact has multiple email addresses, Outlook adds each address. Delete unneeded addresses to avoid sending a duplicate email to your contact.
  • In the To field, enter your email address.
  • Compose the message or meeting request.
  • Send the message.

Select View > Current View > By Category.

Select the desired list category’s heading.

Select Actions > Create > New Message to Contact or Actions > Create > New Meeting Request to Contact.

Select OK if Outlook notifies you that your action will apply to all items in the group.

Select the To field or the Bcc field. For list messages, consider adding addresses to the​ Bcc field to avoid revealing every contact’s address.

If a contact has multiple email addresses, Outlook adds each address. Delete unneeded addresses to avoid sending a duplicate email to your contact.

In the To field, enter your email address.

Compose the message or meeting request.

Send the message.

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