Ever wondered how to create an Outlook distribution list and track every email that you send to each person from the list? This blog tells you exactly how to create an Outlook distribution list, how to edit it and how to send personalized emails to all your employee distribution lists in Outlook. 

Having the ability to track opens and link clicks will enable you to manage and optimize your internal communications efforts to boost employee engagement. But where do you start?

If you’re dealing with dispersed employees from all over the globe, you need to have several distribution lists for each country. After all, it’s important to personalize your message to suit the cultural or regional habits of your employees if you truly want to engage with them.

Dividing different employees into various Outlook Groups or an Outlook distribution list is an effective way for you to manage all the different emails you send out to different lists. This is especially integral if you’re planning to personalize each email to suit the recipients of a specific country or region.

Track Employee Emails from Outlook for Free

But how do you actually create Outlook groups or an Outlook distribution list? You might feel like it’s a ridiculous question to ask your co-workers and colleagues without feeling foolish or embarrassed. Shouldn’t everyone know how to create an email group in Outlook? It sounds simple enough. So why does it make you hyperventilate?

how to create an outlook distribution list

Have no fear! We’ve got you covered. Just stay calm and read on.

How to Create an Outlook Distribution List and Track it to Boost Employee Engagement

This super-helpful article will give you an exact step-by-step guide on:

  • How to create an Outlook distribution list?
  • How to edit a distribution list in Outlook?
  • How to email your Outlook distribution list?
  • How to send mass emails to distribution lists, personalize them and track them using ContactMonkey!

So, let’s start with the first one.

Start Tracking Employee Distribution Lists

How to Create an Outlook Distribution List?

The first thing you will need to do is open your Office 365 or Outlook 365 app on your desktop and locate your Address Book.

address book for outlook distribution list

After you locate the “Address Book” and click on it, a dialogue box will pop up. Click on the “File” button and from the drop-down menu, hit “New Entry.”

new entry for outlook distribution list

This will lead you to another dialogue box, and all you have to do now is click on “New Contact Group” and hit OK.

new-contact-group for Outlook groups

This will take you to a new window. You can then click on “Add Members,” and hit “From Address Book” from the drop-down menu.


You can then go through and select the Outlook contacts or members that you want to include in your Outlook distribution list from the new pop-up dialogue box. Double click on each name so it appears in the members field.

members list for Outlook distribution list

Once you’ve selected the members from your Outlook contacts, you can then go ahead and name the Outlook group or distribution list.

name the Outlook Groups

After naming the group, click on “Save and Close” to save the distribution list.

save-and-close the Outlook groups

Whenever you need to send a new email to your saved Outlook distribution list, all you have to do is click on “New Email.”

Get Outlook email tracking for distribution lists


This will open up a new dialogue box for you. Type in the name of the distribution list you just saved in the “To” field.

name Outlook Groups

Viola! Now you’re all set to send a mass email to your newly created Outlook distribution list.

Okay, now that was easy. But you’re probably still wondering how to edit a distribution list in Outlook?

how to edit an Outlook distribution list

We’ve got you covered. Just keep calm and read on.

Send Internal Email from Outlook for Employee Newsletters

How to Edit a Distribution List in Outlook?

You may be wondering how to remove or add someone new to your Outlook groups or Outlook distribution list. Well, the good news is that Outlook distribution lists are super easy to manage and edit. And we tell you exactly how to make changes to your distribution list below so no need to fret.

Method 1: Editing a Distribution List in Outlook

Go to your Outlook 365 app and open it.

Click on “New Email.”


In the dialogue box that appears, write the name of the Outlook Group or Outlook distribution list you want to edit. Enter the group in the “To” field and right click on it. This will lead you to a new drop-down menu and you can simply select the “Edit Contact” option from here.


This will take you to a new window, showcasing all the members within that specific Outlook Group or Outlook distribution list. To remove someone, click on the name of the person you want to remove and then click on “Remove Member.” If you want to add a new member, simply click on “Add Members” besides the “Remove Member” button and you can add anyone else you want to include in the distribution list.


Method 2: Editing a Distribution List in Outlook

Go to your Outlook 365 app and click on “New Email.” This will open up a new dialogue box. All you have to do now is hit, “Address Book” and click on the menu button under “Address Book.” Make sure you select “All distribution lists” or “All Contacts” from the drop-down menu. This will take you to all distribution lists or Outlook groups you’ve created.


Click on the one you want to edit. Easily add and remove members from a specific Outlook distribution list or Outlook contact group. Easy enough, isn’t it?

How to Email Your Outlook Distribution List

But what if you want to send your distribution list as an attachment to an internal communications colleague? Let’s cover that as well, shall we?

Click on “New Email” after opening your Outlook 365 app on your desktop. From the new pop-up window, click on “Attach Item” and then select “Outlook Item” from the drop-down menu.


A new window will pop-up and you can scroll down the options to click on “Contacts.” This will show you  a list of all your distribution lists or Outlook groups and you can select the one you want to attach by double-clicking on it.


Your Outlook distribution list or Outlook group will then show up as an attachment and you can send it to whoever needs to access the list.


So now that you know how to create, edit, manage and attach your Outlook distribution list, are you ready to start tracking it?

Track Outlook Distrbution Lists

How to Send Mass Emails to Distribution Lists, Personalize them and Track them Using ContactMonkey

We’ve noticed that a number of internal communications professionals want to build strategies that are effective, boost employee engagement and showcase their communications efforts to executives. But they lack the tools to measure and track their efforts.

We’ve effectively put a stop to this problem. With our ContactMonkey Internal Comms tool, you will be able to use Outlook distribution lists to reach out to all your employees anywhere in the world – and track the resulting engagement!

Yes, you heard that right! Too good to be true?

The video below walks you, in detail, on how to use Outlook distribution lists in conjunction with the ContactMonkey tool to track all your emails, personalize each email message and send beautiful and responsive HTML newsletters to all distribution lists from within Outlook.

Too lazy to actually watch the video? Let me spell out the benefits for you.

Advantages of Using ContactMonkey Internal Comms Tool for Your Outlook Groups or Outlook Distribution List

1) Personalization

Who doesn’t love personalized messages? I don’t know about you but I’m more likely to open a message that says, “Hey Filza” in the subject line rather than something generic.

Send directly to your existing Outlook distribution lists or dynamic distribution groups. Having IT troubles accessing your lists or maybe they are outdated? Simply upload and send directly to a CSV file. Uploading CSV files will also enable you to supercharge email personalization for each region, department and employee!  

2) Track Engagement: Open Rates, Click Rates and More!

Another advantage of using your distribution lists with ContactMonkey is that you’re actually able to tell who engaged with your emails.

You can get stats on who opened your email, when, on which device and at what time. You will also know which links employees clicked on the most and which ones received zero engagement.

You can use this information to optimize all your internal emails and use subject lines that actually work to boost employee engagement.

Smart Analytics Dashboard  

Track emails on an individual employee or overall campaign level all within Outlook. Use real-time email metrics to identify your team’s best performing subject lines, links and most engaging content. Highlight engaged and disengaged offices on a global level with our geolocation engagement map. Easily share downloadable reports with your team.  


Track My Employee Emails for Free

3) Send Responsive HTML Emails

With ContactMonkey, you also have the ability to send responsive HTML newsletters to your Outlook distribution lists. Yup, you heard that right.

You can now easily attach HTML emails to send responsive newsletters to all your distribution lists without having to worry about how they will look across multiple devices.

Our plugin gets rid of all rendering issues, such as messed up padding or margins in Outlook or images not showing up at all in your recipients’ inbox.

Are you dancing with delight now? Wait, there’s more.

Our Mail Merge feature built for Office 365 sends in the background so you never have to worry again about Outlook interrupting your workflow or crashing while sending.

You can also say goodbye to outdated Word Mail Merge complications like emails breaking when opened in Outlook or your entire merge crashing when selecting a data source.

Create responsive HTML email newsletter templates with an easy to use drag-and-drop email template builder. Choose from your library of best performing internal email templates.  Preview in both desktop and mobile before you send from Outlook.

Sounds like a dream come true, doesn’t it?


4) Get Real-Time Employee Feedback with ContactMonkey’s Internal Email Tracking Tool

internal email tracking and employee feedback

With our new features for Outlook now you can add social reactions, pulse surveys, and like buttons to the content in your internal emails by simply dragging the respective block anywhere you want in a pre-built or new HTML template.

You’ll find these blocks in your email template builder that is part of ContactMonkey for Internal Comms.

Social Reactions 

Give your employees the ability to love, like and laugh at any content you send them via email. With social reactions now your internal comms team can constantly gather feedback in a seamless way.

Pulse Surveys ✅

With pulse surveys you’ll also get actionable data on your email communications in seconds. You’ll be able to see all of the responses live in real time on your ContactMonkey dashboard.

Get Started With Pulse Surveys for Free

employee engagement survey in email


Like Buttons 

Your employees are already liking content on all the social media platforms they use on their own time. By adding like buttons to your own internal emails, you’ll be able to engage your employees with your content and actually learn what they like.

So, what are you waiting for? Start tracking your internal distribution lists from Outlook today! Book your demo and witness how ContactMonkey enables you to send personalized messages to your lists, track every open and link click. Click on the button below to book your demo today!

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