Group & distribution lists explained
How to send one email to multiple people using a single address — and the different ways to set this up in Google Workspace and Microsoft 365.
A group or distribution list lets you email multiple people at once by sending to a single address. Instead of remembering five individual email addresses, you send to team@yourbusiness.com and everyone gets it. This guide explains how they work and when to use them.
Quick summary
A distribution list (or group) is an email address that delivers to multiple people at once. Use it for team announcements, department communications, or any situation where you regularly email the same set of people. In Google Workspace they're called Groups; in Microsoft 365 they're called Distribution Groups or Microsoft 365 Groups.
What is a distribution list?
A distribution list is a single email address that, when emailed, delivers the message to everyone on the list.
Example:
all-staff@yourbusiness.com— emails everyone in the companymarketing@yourbusiness.com— emails the marketing teamevents@yourbusiness.com— emails everyone involved in events
The individual team members don't share an inbox — each person receives their own copy of the message in their own inbox. This is different from a shared mailbox, where everyone reads the same inbox.
Distribution list vs shared mailbox
| Distribution list / Group | Shared mailbox | |
|---|---|---|
| Everyone gets their own copy | Yes | No — everyone reads one inbox |
| Can reply from the group address | Depends on settings | Yes |
| Best for | Announcements, team emails | Customer-facing inboxes (support@, orders@) |
| Can see if someone has replied | No | Yes |
Use a distribution list when you want to broadcast a message to multiple people. Use a shared mailbox when you need a team to collaboratively manage an inbox.
Google Workspace: Groups
In Google Workspace, distribution lists are called Groups. They're managed in Google Admin → Groups.
Types of Google Groups:
- Email list — delivers messages to all members; members reply from their own address
- Web forum — members can post and read messages through a web interface
- Collaborative inbox — a group that functions like a shared mailbox, with assignment and reply features
For simple distribution lists, use the Email list type.
How to create a Google Group:
Go to the Google Admin console at admin.google.com.
Navigate to Groups and click Create group.
Enter the group name and email address (e.g., marketing@yourbusiness.com).
Set who can post and who can view the members.
Add members — existing users in your organization, or external addresses.
Save. The group address starts working immediately.
Microsoft 365: Distribution Groups
In Microsoft 365, you have two main options:
Distribution Group (classic)
- Simple: one email address delivers to multiple people
- Each person receives their own copy
- Managed in the Microsoft 365 admin center
Microsoft 365 Group
- More powerful: includes a shared inbox, calendar, SharePoint site, and Teams channel
- Good for ongoing teams that need to collaborate, not just receive announcements
For a simple mailing list, use a Distribution Group.
How to create a Distribution Group in Microsoft 365:
Open the Microsoft 365 admin center at admin.microsoft.com.
Go to Teams & groups → Active teams & groups → Distribution lists.
Click Add a distribution list.
Enter the name and email address.
Add members from your organization.
Save. The group is ready within a few minutes.
Adding external addresses to a group
You can include external email addresses in a distribution list — for example, a supplier or contractor who should receive team announcements. In Microsoft 365, these are called "mail contacts." In Google Workspace, external addresses can be added as group members directly.
Control who can send to the group
By default, anyone may be able to send to a group address. Consider restricting this to organization members only, to prevent spam being delivered to everyone on the list.
Common questions
Related guides
- Shared mailboxes (like support@) explained
- Email aliases & forwarding explained
- Groups & email aliases (Google Workspace)
- Distribution groups & lists (Microsoft 365)
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