Easy: How to Save a Group of Email Addresses in Outlook

You can learn how to save a group of email addresses in Outlook and get a complete solution for Outlook email backup.


By Miya Updated on November 8, 2023

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Why Need to Save a Group of Email Addresses in Outlook?

Saving a group of email addresses in Outlook can offer several benefits and convenience in managing and communicating with multiple recipients. Here are a few reasons why users may find it necessary:

  • Efficient Communication: Saving a group of email addresses in Outlook allows for quick and efficient communication with multiple recipients. Instead of manually entering each email address every time, users can simply select the pre-saved group, saving time and effort.
  • Grouping Similar Contacts: Users often have contacts that belong to the same category or have a common purpose, such as colleagues, project team members, or clients. By saving them as a group, users can easily locate and communicate with specific sets of contacts without searching for individual email addresses.
  • Streamlined Distribution: When sending emails to a group of people, such as newsletters, announcements, or updates, having a pre-saved contact group ensures that all intended recipients receive the message without accidentally missing anyone.
  • Easy Updates: If there are changes to the group's members, such as adding or removing email addresses, updating a contact group in Outlook allows for seamless management. Users can edit the group once, and the changes will apply to all future communications with that group.

Next, let us take a look at how to save a group of email addresses in Outlook!

How to Save a Group of Email Addresses in Outlook

How to save a list of email addresses in Outlook? Users may want to learn how to create a contact group or distribution list in Outlook, which allows them to save multiple email addresses under a single group name. To create a contact group in Outlook.com, follow these steps:

Step 1. On the Navigation bar, click on the People icon.

Step 2. Select Home, and then click on New Contact Group.

New Contact Group

Step 3. In the Contact Group box, enter a name for the group.

Step 4. Click on Contact Group, then select Add Members, and choose one of the following options:

  • From Outlook Contacts
  • From Address Book
  • New E-mail Contact

From Outlook Contacts

Step 5. Add people to the group from your address book or contacts list, and click OK. To select multiple people, hold down the Ctrl key while selecting members.

Step 6. Finally, click on Save & Close to save a group of email addresses in Outlook.

►To send an email to a contact group, follow these steps:

Step 1. Go to the Home tab and click on the New Email option.

Step 2. Click on the To button.

Step 3. In the Search box, enter the name of the contact group.

Step 4. Double-click on the name to add it to the To field. Finally, click on OK to confirm your selection.

Now that you know how to save a group of email addresses in Outlook, let's take a look at the importance of backups and how to backup Outlook emails.

Why Need to Backup Your Outlook Data?

Backing up Outlook data is important for several reasons:

  • Data Protection: By creating backups of your Outlook data, you ensure that your important emails, contacts, calendars, and other items are protected from accidental deletion, corruption, or system failures.
  • Disaster Recovery: In the event of a hardware failure, software glitch, or any other unforeseen issues, having a backup of your Outlook data allows you to restore your information quickly and easily, minimizing downtime and potential data loss.
  • Migration and Upgrades: When upgrading to a new computer or migrating to a different email client or version of Outlook, having a backup enables you to transfer your data seamlessly, preserving your email history, contacts, and settings.
  • Archiving: Backing up Outlook data allows you to create archives of old or infrequently accessed emails, freeing up space in your mailbox and improving performance.
  • Security: In case of a security breach or data loss due to malware, ransomware, or hacking attempts, having a backup ensures that you can recover your Outlook data and minimize the impact of the incident.

So next I will recommend you one of the best Outlook backup software to provide full protection for your Outlook data. Check it out below!

Backup Outlook Data to Provide Comprehensive Protection

For automatic Outlook backup to your preferred locations, AOMEI Backupper Professional is an excellent choice. It provides comprehensive solutions for Outlook backup, offering the following features:

✍Outlook Backup: It allows you to back up your entire Outlook mailbox, including mail folders (Inbox, Outbox, Drafts, etc.), Contacts, Calendar, Tasks, Notes, and more.
Incremental Backup: You can schedule incremental backups, along with options like normal compression to reduce the backup image size. This enables you to back up more data with less storage space.
✍Multiple Backup Locations: AOMEI Backupper Professional lets you back up Outlook to various locations, such as internal and external disks, USB drives, NAS devices, network locations, SD cards, and cloud services.
Scheduled BackupTasks: You can set up scheduled backup tasks with flexible options like Daily, Weekly, Monthly, or Event triggers. Additionally, you can even wake your computer to run scheduled tasks when the Outlook app is not in use.

To initiate automatic Outlook email backups, download this top-notch email backup software:

Please note that the Professional version is compatible with Windows 11, 10, 8, 7, XP, and Vista. If you are a server user, consider trying AOMEI Backupper Server.

Download Free TrialWin11/10/8.1/8/7/XP
Secure Download

Step 1. Start by opening Outlook and logging in with the account that contains the mailbox you wish to back up.

Step 2. Next, launch AOMEI Backupper Professional and navigate to the Backup section. Look for the option labeled Outlook Backup and click on it.

Outlook Backup

Step 3. Locate the option Add Outlook data and click on it. From the list presented, select the desired account mailbox that you wish to back up. Once selected, click OK to confirm your choice

Add Outlook Data

Step 4. Click on the second box to choose a suitable destination for storing your Outlook mailbox data. You can select a local path, network or NAS location, or even a cloud drive. This allows you to save the backup in your preferred storage location.

Select Backup Destination

Step 5. Enable the desired interval option such as Daily, Weekly, Monthly, and USB plug in or Event triggers to schedule the backup tasks according to your preference. Once you have selected the desired interval, click on Start Backup to initiate the backup process.

Schedule Backup

◐Tip: To avoid backup disk full problems, it is advisable to regularly delete old backup images. Click on Backup Scheme and activate it. This feature allows you to set up automatic deletion of old backup images, ensuring that your backup disk does not run out of space.


This article explains how to save a group of email addresses in Outlook. Finally, it is recommended that you back up your Outlook data via AOMEI Backupper Pro. In addition to its Outlook backup functionality, this software also offers a convenient and efficient solution for enabling Windows 11 sync folders between two devices. Don't hesitate to try it out now and experience the seamless folder synchronization process.

Miya · Editor
Miya has an excellent insight and receives professional and systematic technical training since joining AOMEI. She has a comprehensive understanding of computer issues, aiming at helping users troubleshoot all kinds of problems. A lot of computer users around the world have found her articles very helpful!