Guide
How to create an email group
An email group, sometimes called a group email, is a saved set of addresses you can add to the To field by typing one name instead of pasting a dozen. Gmail and Outlook both support this, with different names for the same idea. Here is how to set one up in each, and what to do once maintaining the list becomes the annoying part.
- 1
Create an email group in Gmail
Go to contacts.google.com and select the people you want in the group (checkboxes appear on hover). Click the label icon in the toolbar, choose "Create label," and name it, for example "Team parents." That label is now Gmail's version of a group. To send to everyone in it, start a new email and type the label name in the To field.
- 2
Create a contact group in Outlook
In new Outlook or Outlook on the web, open the People app, click "New contact list," name it, and add members by email or by picking existing contacts. In classic Outlook for Windows it is Home, then New Contact Group, then Add Members. Either way, to send to the group, type its name in the To field of a new email.
- 3
Know the difference between a Gmail label and a Google Group
A Contacts label just auto-fills the To field; the email still comes from your own address, one send at a time. A Google Group is a different, heavier product built for ongoing discussion: it gets its own address, and members can reply to the whole group. If you only need to blast an announcement occasionally, a label is simpler and does not require setting up a Group first.
- 4
The part neither one handles
Both are lists you maintain by hand. Someone joins the team and you have to remember to add them; someone's address bounces and nothing tells you; a season later half the list has moved on and you find out when they reply confused. Neither Gmail nor Outlook shows you who actually opened or received the last send.
- 5
Or keep one list your whole team can send from
TangoHive keeps a contact list for your group, imported by CSV or added one at a time, organized into named groups (like "Grade 3 parents" or "Volunteers") or tags. When you publish an announcement, you pick which groups or tags should get it and TangoHive sends and tracks the delivery. Anyone on your team with access can send to the current list; nobody has to keep a personal label in sync with who is actually on the team this season.
How to create an email group in Gmail (step by step)
In Gmail, an email group is a Contacts label. You tag people with one label, then type that label in the To field to reach all of them. Do this on a computer; the Gmail mobile app cannot create labels, so use the Google Contacts app on a phone instead.
- 1Go to contacts.google.com and sign in with the account you send from.
- 2Hover over a contact's photo (or the circle with their initials) and a checkbox appears in its place. Click it to select the contact. Repeat for everyone you want in the group.
- 3In the toolbar across the top, click the label icon (it looks like a price tag).
- 4Choose "Create label," type a name such as "Team parents," and click Save.
- 5The label now holds everyone you selected. Open Gmail and click Compose.
- 6In the To field, start typing the label name. Gmail auto-suggests it; pick it and every address in the group fills in.
To edit the group later, open contacts.google.com, click the label in the left sidebar, and add or remove people. If the label does not auto-suggest in Gmail, type it slowly and confirm Google Contacts has finished syncing.
How to create a contact group in Outlook (all versions)
Outlook calls this a contact list (newer versions) or a contact group (classic Windows). The steps differ by version, so use the one that matches your Outlook.
New Outlook and Outlook on the web (Microsoft 365)
- 1Open the People app from the icon in the left navigation bar.
- 2Click "New contact list" near the top (in some builds it is the dropdown arrow next to "New contact").
- 3Type a name for the list.
- 4In the "Add email addresses" field, type each address or start typing a name to pick an existing contact, pressing Enter after each one.
- 5Click "Create." To send to the group, start a new email and type the list name in the To field.
Classic Outlook for Windows
- 1Click the People icon at the bottom of the navigation pane (or press Ctrl+3).
- 2On the Home tab, click "New Contact Group."
- 3Type a name for the group in the Name box.
- 4Click "Add Members," then choose "From Outlook Contacts," "From Address Book," or "New Email Contact" to type an address that is not saved yet.
- 5Pick or type each member, then click OK.
- 6Click "Save & Close." To use it, type the group name in the To field of a new email.
Outlook for Mac
- 1Open the People view from the left sidebar.
- 2Click "New Contact List" in the toolbar (in classic Outlook for Mac it is File, then New, then Contact List).
- 3Name the list.
- 4Type each email address or add saved contacts in the members field.
- 5Save the list, then type its name in the To field to send to everyone in it.
Google Groups alternatives for teams and classes
A Gmail label or Outlook list only auto-fills the To field of a message you send yourself. If a team or class needs two-way discussion, a shared inbox, or members who can post without your account, a dedicated tool fits better. Here are real options and where each one shines.
| Tool | Free tier | Two-way discussion | Shared inbox | Best for |
|---|---|---|---|---|
| Google Groups | Yes | Yes | Yes | A shared address the whole group can email and reply to |
| Microsoft 365 Groups | With a paid 365 plan | Yes | Yes | Teams already inside Microsoft 365 |
| Remind | Yes | Limited (replies to the sender) | No | Teachers messaging a class and parents |
| ClassDojo | Yes | Yes | No | Elementary classrooms and parent updates |
| Band | Yes | Yes | No | Clubs and sports teams that want a group feed |
| GroupMe | Yes | Yes | No | Casual group chat with no accounts to manage |
| TangoHive | Yes (early access) | No (announcements, not chat) | Shared contact list | A shared calendar plus announcements that reach every inbox |
TangoHive is the honest fit when the group's problem is a calendar everyone should follow and announcements that must not scroll away, not a live chat. You keep one shared contact list, publish an announcement, and it emails every contact and stays readable at a permanent link. Members read it in any browser with no account; only the people running the group sign in.
Short version: for a handful of recurring recipients, a Gmail label or an Outlook contact group takes a minute and works fine. For a group whose membership changes over a season, and where more than one person needs to send to the same current list, a shared, tracked list beats a label only you maintain.
Common questions
How do I make an email group on Gmail?
Select the contacts at contacts.google.com, click the label icon, and create a label. Type that label's name in the To field of any new email to reach everyone in it.
How do I create a group email list in Outlook?
Open the People app and click "New contact list" (or, in classic Outlook for Windows, New Contact Group from the Home tab), name it, and add members. Type the list name in the To field to send to everyone in it.
Is a Google Group the same as a Gmail contacts label?
No. A label just auto-fills the To field of an email you send from your own address. A Google Group is a separate product with its own address, meant for ongoing discussion where members can reply to everyone.
How do I make a group email address everyone can reply to?
A Gmail label and an Outlook contact list only auto-fill the To field of a message you send from your own address. For a shared group email address where members can reply to the whole group, you want a Google Group or a Microsoft 365 group instead, which is a separate, heavier product built for ongoing discussion.
Is there a free way to send one email to a whole group without keeping the list up to date by hand?
Yes. TangoHive is free while we are in early access: import or add contacts, organize them into groups or tags, and send an announcement to exactly the group you choose. The list lives in one shared place instead of a label on one person's account.