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Create a New Group in Outlook – Instructions

/ / Latest, Microsoft, Office 2016, Outlook 2016
Create a New Group in Outlook - Instructions: A picture of a user creating a new group within the “Create Group” window in Outlook.

Create a New Group in Outlook: Overview

            To create a new Group in Outlook, right-click the “Groups” term in the Folder pane. Then select “New Group” from the popup menu. Alternatively, you can also click the “New Items” drop-down in the “New” group of the “Home” tab in the Ribbon to create a new group in Outlook. Then select “Group” from the drop-down menu.

            Doing either action then opens the “Create Group” window. Enter a name for the Group into the “Choose a name” field. A “Group ID” field appears to the right of the “Choose a name” field. The server compares the group name against existing group names. If no conflicts exist, “Available” appears below the “Group ID” field. This Group ID is the group email address for your new Group. As such, it must be unique. If “Not Available” appears under the Group ID field, you must choose a new name for the Group. This is because the name you entered is already a Group.

Create a New Group in Outlook - Instructions: A picture of a user creating a new group within the “Create Group” window in Outlook.

Create a New Group in Outlook – Instructions: A picture of a user creating a new group within the “Create Group” window in Outlook.

            Then set the “Privacy” of the group from the drop-down list. There are a “Public” and a “Private” option. After setting the privacy of a group, you cannot change the Privacy setting. Selecting “Public- Anyone in your organization can see what’s inside” creates a group that anyone in your organization can access. The second option, “Private- Only approved members can see what’s inside,” creates a Group that only its members can access.

            The final option is a “Subscribe new members so they receive group conversations in their inbox. Otherwise they’ll only see them in the group inbox” checkbox. This helps if the Group is very active and you want all members to see group conversations in their personal Inboxes. Note that a member can “Unsubscribe” at any time to receive group messages only in the Group inbox.

            Click “OK” to finish and create a new Group in Outlook. Outlook then creates your new Group. Another pop-up box then opens so you can add members to your Group.

Create a New Group in Outlook: Instructions

  1. To create a new Group in Outlook, right-click the term “Groups” in the Folder Pane.
  2. Choose “New Group” from the popup menu.
  3. Alternatively, click the “New Items” drop-down button in the “New” group of the “Home” tab.
  4. Then select “Group” from the options.
  5. After performing either action, enter a name for the group into the “Choose a name” field in the “Create Group” window that appears.
  6. A “Group ID” field appears and compares the name you entered with existing groups.
  7. If no conflicts exist, the “Group ID” becomes the group email address.
  8. To set the privacy for your group, click the “Privacy” drop-down.
  9. Choose “Public- Anyone in your organization can see what’s inside” to create an open, public group.
  10. Choose “Private- Only approved members can see what’s inside” to create a private, closed group.
  11. Note that once you set the privacy of a group, you cannot change the Privacy setting.
  12. To automatically subscribe new members to group emails, check the “Subscribe new members so they receive group conversations in their Inbox. Otherwise they’ll only see them in the group inbox” checkbox.
  13. Click “OK” to finish.

Create a New Group in Outlook: Video Lesson

            The following video lesson, titled “Creating a New Group,” shows you how to create a new Group in Outlook. This video lesson is from our complete Outlook tutorial, titled “Mastering Outlook Made Easy v.2016-2013.”

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