How to Create a Distribution List in Gmail

Introduction

In this blog, you’ll explore how to create a distribution list in Gmail. Tired of manually typing the same email addresses every time you send a team update, client announcement, or event invite? That’s where a Gmail distribution list comes in handy.
Whether you're a small business owner, educator, project lead, or Google Workspace admin, knowing how to create a distribution list in Gmail can streamline your communication and save valuable time. Instead of copying and pasting individual addresses, you can simply use one group name to reach everyone at once.
In this guide, we’ll show you how to set up both personal and professional Google Workspace email distribution lists using Google Contacts for individuals and Google Groups for organizations. You'll also learn how to manage, update and get the most out of your email lists.

What Is a Gmail Distribution List?

A Gmail distribution list is a group of email recipients you can send messages to with a single email address or group name. It simplifies communication, especially when you're regularly emailing the same people.
You can set this up using:

• Google Groups in Google Workspace (for business/organization-level email distribution lists)
• Google Contacts (for individual Gmail users)

Organize Your Contacts

Before jumping into creating a distribution list, it's crucial to ensure your contacts are well-organized. This step involves reviewing your existing contacts and updating any outdated information. You can do this by accessing the Google Contacts app, which syncs automatically with your Gmail account. Take some time to categorize your contacts into groups that make sense for your needs, such as family, colleagues, or clients.

Who Should Use Gmail Distribution Lists?

• Project managers sharing updates with teams
• Teachers emailing students or parents
• Sales teams following up with prospects
• Clubs or communities sending announcements
• Google Workspace admins managing internal mailing lists

Whether you're an individual user or an organization, setting up a Google Workspace email distribution list makes communication efficient and consistent.

Method 1: How to Create a Gmail Distribution List Using Google Contacts

This method is perfect for personal Gmail accounts or small teams.

Step-by-Step Instructions:

1. Go to Google Contacts

Visit contacts.google.com and log in with your Gmail account.

2. Create a New Label (Group)

• On the left menu, click “Labels” > “Create Label”
• Name the label something like Project Team or Marketing Group
  

3. Add Contacts to the Label

• Select the contacts you want to include
• Click the Label icon and select the label you created
• Now these contacts are grouped under that label (Marketing Group)
  

4. Use the Label in Gmail

• Open Gmail and click Compose
• In the “To” field, type the label name
• Gmail will auto-fill the distribution list with the grouped email addresses
  

Done! You’ve now created and used a Gmail distribution list.

Method 2: How to Create a Google Workspace Email Distribution List (Using Google Groups)

If you’re using Google Workspace (formerly G Suite), it’s better to set up a managed distribution list using Google Groups.

Benefits:

• Centralized management
• Controlled access and permissions
• Custom group email address (like [email protected])

Step-by-Step Instructions::

1. Sign in to Google Admin Console

Go to admin.google.com with your admin credentials.

2. Create a New Group

• In the Admin Console, go to Groups
  • Apps > Google Workspace > Groups or
  • Search for the Groups on the search bar
    
    
    
• Click Create Group
  
  
  
• Enter Group Details
  • Group Name: Marketing Team
  • Group Email: [email protected]
  • Description: Optional (helps identify the group purpose)
  • Group labels: Mailing
  • Click Next
    
    
    
• In the Access settings screen,
  • Select the Access type and permissions
  • Select who can join the group
  • Click Next
    
    
• In the Security settings screen,
  • Select the Member restriction setting
  • Click Create group
    
    

3. Add Members to the Group

1. After the group is created, click on the created group
2. Click Add Members
3. Enter the email addresses of users you want to include
4. Assign roles:
   • Member (can receive emails)
   • Manager or Owner (can manage members/settings)
     

4. Save and Test the Group

• Once the group is created, test it by sending an email to the group address.
  Example - [email protected]
• All members should receive the message
  
  

This is the best method to create a Google Workspace email distribution list for teams, departments, or external communications.

Gmail Distribution List vs Google Workspace Distribution List: Quick Comparison

How to add the selected contacts to the new label or group?

1. Open your Contacts. In the left corner under the search bar, click Manage labels. 
2. Select the checkbox next to each contact name.
3. Choose the group or groups you want to add your contacts. You'll see a checkmark will appear next to the groups you choose already.

How to name and save the distribution list?

1. Click Create label (+) from the left portion under Labels.
2. Enter a name and click Save.

Benefits of Using a Distribution List

Using a distribution list not only saves time but also reduces the chances of missing important recipients when sending emails. It simplifies the process of group communication, making it easy to keep everyone in the loop. Additionally, it allows for better organization of your contacts, ensuring you can manage your email interactions more effectively.

FAQs About Gmail Distribution Lists

Q: Can I add external users to a Gmail distribution list?
Yes, both Gmail Contacts groups and Google Groups support external email addresses.

Q: What’s the max number of people I can add to a Gmail distribution list?
Google allows up to 500 recipients per day for regular Gmail accounts. Google Workspace users may have higher limits based on the plan.

Q: Can people unsubscribe from a Gmail distribution list?
Not if you’re using Google Contacts. But Google Groups allows optional opt-in and opt-out settings.

Q: Is there a difference between Google Contacts groups and Google Groups?
Yes. Contacts groups are basic personal mailing lists. Google Groups are more powerful, feature-rich distribution lists with dedicated email addresses and management controls.

Conclusion

Whether you're a solo user or part of a large organization, using a Gmail distribution list can save hours of email effort and streamline communication. With just a few steps, you can create a distribution list in Gmail or set up a fully managed Google Workspace email distribution list for professional use.
From team updates and client announcements to event invites and newsletters distribution lists help you do it faster, cleaner and more effectively.

So, start a 14-day free trial with Foresight to explore its existing and newly added features. You can learn other related topics like – How To Create An Email Group In Gmail, Send attachments with your Gmail message, etc.