How do i set up a group email

Sending group emails can sometimes be more hassle than it’s worth, especially if you are new to the practice.

How to create a group email – 4 simple steps

If you have been manually selecting contacts every time you send out an email to several of your colleagues, stop right now.

GroupMail makes sending group emails in Outlook simple and takes away a lot of the hassle.

There are several different ways of sending group emails in Outlook with GroupMail depending on what edition you are using.

The first step for any edition involves managing your address book and creating contact groups. In the Personal Edition you can do this within Outlook and then export your contacts from a csv file and import them to GroupMail. Or you can create groups from scratch in GroupMail and manually add your contacts.

With the GroupMail Business Edition, it couldn’t be made simpler. This edition means less list maintenance, and more sophisticated features such as the ability to send personalised individual emails to one group.

To help get you started with sending group messages, we have put together four simple steps for sending a group email with GroupMail Business Edition.

 
1. Creating your group in Outlook

Creating contact groups can be time consuming but it is time worth investing as, in the long run, it will free up more minutes whenever you need to send a group message. Everyone has to start somewhere and once you have your address book organised, and your groups set up, the process of sending group emails will be much smoother from here. You can find out more on Microsoft’s own site: Create and edit a Contact Group.

 
2. Link GroupMail to your Outlook Address book

Once you have installed or upgraded to GroupMail Business Edition, you can now link GroupMail to your Outlook Address Book. The benefit of doing this is that you won’t need to export your contacts from a csv file and import into GroupMail; you will only need to maintain one mailing list. Therefore, any changes you make to your Outlook address book will automatically sync with GroupMail.

 
3. Install the GroupMail Outlook Toolbar

GroupMail’s Outlook Toolbar is exclusive to the GroupMail Business Edition. With the Outlook Toolbar you can launch GroupMail, create a new GroupMail message or forward a message to your GroupMail Group. To install the toolbar, close all programs then run the GroupMail installation. Select ‘Outlook Toolbar’ as the component you want to install. To continue with installation, click next. Open your Outlook once installation is complete, and you will notice the new GroupMail icons for the Toolbar show under ‘Add-Ins’. You can find out more about Using the GroupMail Outlook Toolbar here.

 
4. Create a new group message

Now that you have installed the GroupMail Outlook Toolbar, you can start creating fast, easy group messages under the Add-Ins in Outlook. Another great feature of the GroupMail Business Edition is that the Outlook Toolbar allows you add and delete recipients within your GroupMail groups from Outlook.

 
As always, if you have any questions or need some help along the way with sending group emails, don’t hesitate to contact our technical support team. Or, you can check out our video tutorials, and every Wednesday at 3.30pm, our live webinars.

 
You can download and try our free version of GroupMail here: download.

• You can create a group email in Gmail using the label tool in Google's Contacts page.
• After you create a label with multiple emails, you can add that label to the addressee line in any email message. 
• If you are sending an email to a group of people, it's considered a common courtesy to use the "Bcc" line to hide the email addresses. 

You can easily create a group email in Gmail (sometimes called mailing lists or distribution lists) and send an email to those contacts with just a couple of clicks. This is convenient because you don't have to manually add a lot of names in the "To" line of an email every time you need to send a message.

Unfortunately, the process isn't obvious, so you might not have been able to figure out the steps on your own.

How to create an email group in Contacts 

To send a group email, you need to begin by creating the email group using a label in Google's Contacts. Once you create a label, though, adding all the contacts in the label to the email is simple. 

1. Open Google Contacts in a web browser.

2. Hover your cursor over the first contact you want to include in your group, and then click the checkbox to the left of the name when it appears. 

3. Check the name of every contact you want to include in the group. 

4. When you're done, click the "Manage labels" button at the top of the page. It's shaped like a label and is right next to the "Send email" button. 

5. In the dropdown menu, click "Create label."

6. Enter a name for your email group label and click "Save."

How to create a group email in Gmail

1. Open Gmail in a browser. If Gmail was already open in another browser tab, refresh the page.

2. Click "Compose."

3. There are two ways to add your email group to this email message. If you remember the name of the label you just created, enter its name in the "To" line. When you see it appear as a suggestion, click it, and all the members you added to the label will appear. If you don't want to type it, click "To" and, in the pop-up window, click "My contacts." Then click the name of the label from the list.

4. The group should now be in the email's "To" line, and you can create and send the email as usual.

If you are sending the email to a group of people who are not close friends, family, or coworkers, it's common email etiquette to put the email addresses on the "Bcc" line rather than the "To" line, so everyone's email address isn't publicly shared. 

Related coverage from Tech Reference:

• How to clear your Gmail cache to fix issues and make the email client run more efficiently

• How to change your Gmail inbox display in a variety of ways using the 'quick settings' menu

• How to install add-ons to your Gmail account in a desktop web browser, and streamline your workflow

• How to recover deleted emails in Gmail and move them back to your inbox on a computer or mobile device

• How to get rid of the Google Meet function in the Gmail mobile app and remove the video-chat icon from your inbox

Dave Johnson

Freelance Writer

Dave Johnson is a technology journalist who writes about consumer tech and how the industry is transforming the speculative world of science fiction into modern-day real life. Dave grew up in New Jersey before entering the Air Force to operate satellites, teach space operations, and do space launch planning. He then spent eight years as a content lead on the Windows team at Microsoft. As a photographer, Dave has photographed wolves in their natural environment; he's also a scuba instructor and co-host of several podcasts. Dave is the author of more than two dozen books and has contributed to many sites and publications including CNET, Forbes, PC World, How To Geek, and Insider.

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