Managing and organizing your email communications can be challenging, especially when dealing with multiple contacts or teams. Microsoft Outlook makes this process easier by allowing you to create contact groups to send group emails or schedule meetings more efficiently. In this blog post, we will walk you through adding contacts to a group in Microsoft Outlook, so you can streamline your communications and enhance your productivity.
Thanks to Megan with EasyIT for this week’s tip.
Step 1: Launch Microsoft Outlook
First, open the Outlook application on your computer or go to the Outlook web app at https://outlook.live.com/. Make sure you are signed in to your account.
Step 2: Navigate to the People tab
In the desktop application, click on the People icon in the lower-left corner of the screen. For the web app, click on the nine-dot grid icon in the upper-left corner and then click on the People tile.
Step 3: Create a new group or select an existing group
If you want to create a new group, click on “New Contact Group” (in the desktop application) or “New Group” (in the web app) and provide a name for the group. If you want to add contacts to an existing group, locate the group in the contact list and click on it to open it.
Step 4: Add contacts to the group
For the desktop application: a. In the “Contact Group” window, click on “Add Members” in the Members group under the “Contact Group” tab. b. Choose “From Outlook Contacts” to select contacts from your address book or “New E-mail Contact” to add a new contact. c. Select the contacts you want to add to the group. Hold down the Ctrl key to select multiple contacts and click on each. d. Click “Members” or “OK” to add the selected contacts to the group. e. Click “Save & Close” to save the changes and close the “Contact Group” window.
For the web app: a. On the group’s page, click “Add Members” in the toolbar. b. Type the name or email address of the contact you want to add in the “Add people to the group” text box. Outlook will automatically suggest matching contacts. c. Click on the correct contact from the suggested list to add them to the group. d. Repeat this process for each contact you want to add to the group. e. Click “Save” to finalize the changes.
Step 5: Use your new contact group
Your contacts are now added to the specified group. You can use this group to send emails or schedule meetings more efficiently. This can save you time and effort, especially when working with large teams or coordinating projects with multiple stakeholders.
Creating and managing contact groups in Microsoft Outlook is a simple yet powerful way to enhance email communication and collaboration efforts. With contact groups, you can quickly reach out to specific sets of people without adding each contact individually. Start using contact groups today and take your productivity to the next level.