Create a Microsoft 365 group or distribution list

This guide shows you how to create a Microsoft 365 group or a distribution list in the Microsoft 365 admin centre, add or remove members, and fix the settings that catch most people out: outside senders being blocked and members not seeing group email.

• Applies to: Microsoft 365 Business Basic, Standard and Premium
• Time: about 10 minutes
• Difficulty: Beginner

Before you start

• Decide which type you need. A distribution list copies email to everyone's inbox. A Microsoft 365 group adds a shared inbox, calendar and files. If people need to answer customers from one address, you probably want a shared mailbox instead. See Groups vs distribution lists vs shared mailboxes.
• You need an admin account with the Global Administrator, Exchange Administrator or Groups Administrator role.
• Make sure the email address you want (for example team@yourbusiness.co.uk) isn't already used as an alias by someone else.

Create a distribution list

1. Sign in to the admin centre. Go to admin.microsoft.com. If the left menu is short, select Show all.
2. Open Active teams and groups. Select Teams & groups → Active teams & groups, then select the Distribution list tab.
3. Start the wizard. Select Add a distribution list. Enter a name (for example All Staff) and an optional description, then Next.
4. Choose owners. Select Assign owners, pick at least one person who'll manage the list, select Add, then Next.
5. Add members. Select Add members, pick everyone who should receive the mail, select Add, then Next.
6. Set the address. On Edit settings, type the email address and check your own domain is selected. If customers or suppliers will email it, tick Allow people outside of my organization to send email to this Distribution group. Select Next.
7. Create it. Check the summary and select Create group. It can take up to an hour before the address receives mail.

Create a Microsoft 365 group

1. Open Active teams and groups. In the admin centre select Teams & groups → Active teams & groups.
2. Start the wizard. Select Add Microsoft 365 group (on some menus this sits on the Teams & Microsoft 365 groups tab).
3. Basics. Enter a name and description, then Next.
4. Owners. Choose one or more owners. Owners can manage members and delete email from the group inbox. Select Next.
5. Members. Add the people who'll use the group, then Next.
6. Settings. Enter the group email address, choose Private (only approved members can see content; usually the right choice) or Public, and choose whether to add Microsoft Teams. Select Next.
7. Create it. Review and select Create group, then Close.

Make sure members actually see the email

By default, emails to a Microsoft 365 group stay in the group inbox and aren't copied to members. To change that, select the group in Active teams & groups, open the Settings tab, tick Send copies of group conversations and events to group members and select Save. On the same tab you can also let people outside the organisation email the group.

Add or remove members later

1. Open the group. In Teams & groups → Active teams & groups, select the right tab and click the group's name.
2. Go to Membership. On the Membership tab, choose Owners or Members.
3. Make the change. Select Add to add someone, or the remove (X) option next to a name, then save and close.

Delete or restore a group

To delete, select the group in Active teams & groups and choose the delete option. A deleted Microsoft 365 group, with its mail, calendar and files, can be restored for 30 days: in the admin centre open the deleted groups page (listed as Deleted groups or Deleted teams & groups depending on your menu), select the group and choose Restore group. Allow up to 24 hours for everything to come back, and wait at least an hour before emailing it. Distribution lists don't have a recycle bin, so note the members before you delete one.

Troubleshooting

Outside senders get a bounce message

External senders are blocked by default on both groups and distribution lists. See Allow external senders to email a group.

"The email address is already in use"

Another user, shared mailbox or group has that address as its main address or an alias. Search for the address in the admin centre and remove it there first. See Add or remove an email alias.

The group doesn't show in Outlook

New groups can take up to an hour to appear. In classic Outlook for Windows, groups appear under Groups in the folder pane; in new Outlook and Outlook on the web, look under Groups at the bottom of the folder list.

Members want to reply as the group

Give them Send As or Send on Behalf permission. See Let members send as a group.

Last reviewed: October 2026