How to Create a Group Email in Gmail: A Comprehensive Guide

You’ve got a project update to send, and your inbox is open. One by one, you start typing names into the “To” field: coworkers, managers, and more. By the time you’ve added the fifth address, you pause to check if you’ve missed someone. It feels repetitive, and worse, it leaves room for mistakes like sending the email to the wrong person or leaving someone out entirely.

This is where Gmail’s group email feature saves you time. Instead of manually adding addresses each time, you can build a group email once and reuse it whenever you need. With just a few clicks, the whole team gets your message at the same time. It’s faster, reduces errors, and makes your communication more consistent.

In this guide, we’ll break down exactly how you can create a group email in Gmail and show how you can use them to keep your workflow organized.

In a Nutshell

• What It Means: A Gmail group email is a label that stores multiple addresses. Add the label in the “To” field, and Gmail delivers the message to everyone at once.

• Creation Options: Build group emails in Google Contacts for small lists or use Google Groups for larger teams that need a dedicated group email address and shared inbox.

• Everyday Use: Enter the group email in the “To,” “CC,” or “BCC” fields. Moreover, you can add or remove members anytime without recreating the label.

• Core Benefits: Group emails save time, reduce mistakes, and ensure consistent communication. They also clarify priorities, strengthen collaboration, and improve engagement.

• Beyond Business: Gmail group emails work equally well for families, friends, or communities. They’re perfect for event invites, updates, or announcements at scale.

What is an Email Group in Gmail?

A Gmail group email, often called a contact group, is a set of email addresses organized under a single label. Instead of typing each recipient manually, you simply add the group label in the “To” field, and Gmail sends it to everyone in that group at once. Think of it as giving your team a single name.

Example: If you manage a sales team, you could create a group called sales-team@company.com. Add all your sales reps’ email addresses to that group, and the next time you need to share a new pitch deck, you just type the group name. With one click, the update reaches your entire team.

Also Read: How to Set Up Gmail for Company Email in 5 Steps

Creating a group email only takes a few minutes, and once it’s done, you’ll save time every time you send an update. Let’s look at how to create email groups in Gmail, step by step.

How Do You Create a Group Email in Gmail? A Step-by-Step Approach

There are two main ways to set up a group email in Gmail:

1. Using Google Contacts (best for quickly grouping your existing contacts).

2. Using Google Groups (ideal when you want a dedicated group email address, like customersupport@company.com).

Let’s walk you through both methods step by step.

Method One: Using Google Contacts

Google Contacts is the simplest way to set up a reusable email group. If your team’s addresses are already saved in your contacts, you can build a group label in minutes.

Step 1: Open Google Contacts

• On desktop: Log in to Gmail, click the Google Apps icon (the grid in the top-right corner), and select Contacts.

• On mobile: Use the Google Contacts app on Android or iPhone.

• Alternatively, you can type contacts.google.com directly into your browser.

Step 2: Select the Contacts You Want in the Group

• Scroll through your list and tick the checkboxes next to the people you want in your group. 

Pro Tip: Quickly locate specific contacts by typing their names into the search bar instead of scrolling through the entire list.

Step 3: Create a New Label (Your Group)

• At the top, click the Label icon (looks like a tag) and select Create Label.

Step 4: Name Your Group Properly

Pick a name that’s clear, meaningful, and memorable. For instance,

• Leadership Team (for CEOs and executives)

• Client Accounts: East Coast (for sales managers)

• Marketing Sprint Project A (for cross-functional project teams)

Note: A single contact can belong to multiple groups. For instance, your CMO might appear in both the Leadership Team and Marketing Sprint Project A.

Click Save to finish.

Once saved, your group will appear under Labels in Google Contacts. The number next to the label shows how many people are in the group.

Method Two: Using Google Groups

While Google Contacts is excellent for small mailing lists, Google Groups is the better option when you need a dedicated group email address, such as sales-team@company.com or support@company.com. This setup works like a collaborative inbox, perfect for larger teams and departments.

Step 1: Open Google Groups

• On desktop, log in to Gmail, click the Google Apps grid in the top-right corner, and select Groups.

Pro Tip: Bookmark the Google Groups homepage if you manage multiple teams or departments.

Step 2: Select “Create Group”

• On the left sidebar, click the Create Group button to start building your group.

Step 3: Enter Group Details

You’ll see a setup form. Fill in:

• Group Name: This will be the visible name, e.g., Sales Leadership or HR Announcements.

• Group Email Address: This is what you’ll type in Gmail when sending to the group, e.g., hr-team@company.com.

• Description: Useful if you’re setting up multiple groups (e.g., “All employees working on Project Atlas”).

Why it matters: A clear name and address prevent confusion and make the group easy to recognize in your inbox.

Step 4: Configure Privacy Settings

Decide how open or restricted the group should be. These include:

• Who can view conversations: Members only, or anyone in the company.

• Who can post: Just the owner, group managers, or all members.

• Who can join: By invitation or open enrollment.

Pro Tip: If you’re setting up an all-company email like announcements@company.com, you can restrict posting rights to leadership only. This keeps communication controlled and relevant.

Step 5: Add Members to the Group

Type in the email addresses of the people you want to include. You can add them as:

• Members (can receive and reply)

• Managers (can moderate and add/remove members)

• Owners (complete control over the group)

Example: A customer success manager might set up support-team@company.com and assign team leads as managers, while keeping ownership with the head of customer experience.

Select Create Group to finish the process.

Key takeaway: Apart from sending emails, it also works as a shared inbox. This makes it ideal for departments like Customer Support or Sales, where multiple people need visibility on the same emails.

Once your group is created, the real value comes from using it in your day-to-day communication. Let’s explore the process of sending a group email in Gmail.

How to Send a Group Email in Gmail

Once your group is set up, sending an email to everyone at once is simple. Gmail makes it easy to deliver a message to all members in just a few clicks. Here’s how:

Step 1: Open Gmail

Sign in to your Gmail account from any device (desktop, tablet, or smartphone). Group emails sync across devices, so you don’t need to be on the one where the group was created.

Step 2: Start a New Email

Select the Compose button located in the upper-left corner of your Gmail dashboard. A new message window will appear.

Step 3: Add Your Group to the Recipient Field

Begin typing the name of your group or the group’s email address. Gmail will automatically suggest your group. Include the following details:

• To: For primary recipients.

• CC: For people who should stay in the loop.

• BCC: For keeping addresses private, it is functional when emailing external clients.

Once you select the group, Gmail automatically fills in all member addresses.

Pro Tip: You have the option to add more than one email group to the same email. For example, a manager can email both CX and Legal groups simultaneously.

Step 4: Compose and Send Your Email

Write your subject line, type your message, and click Send. Gmail will deliver the message to every person in the selected group(s).

Also Read: How to Send a Follow-Up Email in 10 Steps with Examples

Once you’ve started using your group email, you’ll likely need to make changes over time. Teams grow, projects end, and roles shift. The good news is you don’t need to create a new group email from scratch every time. Gmail lets you easily add or remove contacts from an existing group. Here’s how.

How to Add or Remove Contacts from an Existing Group Email

Managing your group emails is as simple as managing your daily inbox. If someone new joins your team or an old contact no longer needs updates, you can adjust your group emails in just a few clicks.

1. Adding Contacts to a Gmail Group Email

Bringing a new teammate or client into the loop? Here’s how to make sure they start receiving group emails right away.

Step 1: Open Google Contacts

• Click the Google Apps grid → Contacts.

Step 2: Select Contacts to Add

• Select the boxes next to the names you want to include.

• Or, click Create Contact to add someone new. It’s also possible to import several contacts at once using a CSV or vCard file.

Step 3: Assign to a Group (Label)

• Click the Label icon (tag symbol) at the top.

• From the drop-down, select the group label you want.

• Click Apply.

2. Removing Contacts from a Gmail Group Email

Do you need to take someone off the list? Maybe they’ve left a project or moved to another department. Here’s how to remove them without deleting their contact completely.

Step 1: Open Google Contacts and Find the Group

• In the left menu, click the group label you want to update.

Step 2: Select the Contact

• Hover over the person’s name.

• Click the More Actions icon (three dots).

Step 3: Remove from Group

• Choose Remove from label.

• Alternatively, uncheck the group label in the Manage Labels menu, then click Apply.

Note: The contact will remain in your Google Contacts list, but they’ll no longer receive messages sent to that group.

Why this matters: Teams can remove past employees immediately, ensuring sensitive client emails aren’t sent to the wrong inbox.

So you’ve created your first group email, sent out a message, and know how to update and manage them. But why invest in the effort at all? Let’s find out.

Why Is Creating an Email Group in Gmail Considered a Good Practice?

Gmail group emails are more than just a shortcut. Beyond convenience, they can reshape the way you communicate with teams, clients, and stakeholders. When used well, they help teams improve collaboration and ensure no one misses critical information. Here’s why they’re worth setting up.

• Keep Everyone in the Loop: The larger your team, the easier it is to overlook someone. Group emails act as a safety net, making sure updates, announcements, and reminders reach the right people.

• Spark Innovation and Collaboration: Innovation comes from sharing ideas. By making communication inclusive and straightforward, they encourage more voices to contribute. For example, a product development team can maintain a group for brainstorming, so everyone has visibility on new ideas.

• Boost Productivity with Clear Priorities: Productivity often suffers when people aren’t sure what to focus on. A group email ensures priorities are communicated to the entire team in one go, without relying on separate tools.

• Strengthen Relationships: Workplace relationships build on consistent communication. Groups make it easier to share updates, celebrate wins, or even just stay connected across offices and regions. For instance, a remote team can use a group to share highlights or weekly wins, creating stronger bonds across locations.

• Simplify Outreach Beyond Work: Group emails aren’t only for business. They’re equally effective for staying in touch with clients, friends, or family. Common instances include holiday greetings, event invitations, or customer newsletters.

Conclusion

Creating a group email in Gmail is a quick way to save time, avoid mistakes, and keep everyone aligned. By now, you know how to create, send, and manage group mailing lists that make communication smoother.

But group emails are just the start. The real challenge is managing the messages, tasks, and meetings that follow. That’s where NewMail AI helps:

• Smart Drafts: Generate polished replies in seconds, so team-wide updates stay personal without eating into your time.

• Daily Briefings: Start your day with a clear summary of key emails, meetings, and follow-ups, so group communication doesn’t overwhelm you.

• Personalized Priority (Gmail only): See the most critical group messages first, instead of digging through CCs and bulk threads.

• Actionable Insights (Gmail only): Turn tasks from group conversations into a linked to-do list you can track.

• Simplified Scheduling: Receive your calendar in your inbox and manage events with a click, making group coordination effortless.

Managing group emails shouldn’t feel like a full-time job. Try NewMail and let AI handle the follow-ups, tasks, and priorities that come with every thread.

FAQs

1. What are the main problems with Gmail email groups?

Gmail groups are manual and time-consuming to set up, making mistakes easy. They complicate follow-ups since you can’t target individual members. Plus, they lack personalization. Every recipient gets the same generic message, which often weakens engagement and reduces communication effectiveness.

2. What are the best practices for using Gmail group emails effectively?

Organize large lists into subgroups for personalization, combine groups with templates to save time, and use CC for visibility or BCC for privacy. Regularly review and update member information, apply filters to keep emails organized, and remove labels carefully without deleting contacts.

3. Which is more private in Gmail, CC, or BCC?

BCC is more private because recipients can’t see who else received the email. CC keeps all addresses visible, making it better for transparency, while BCC protects privacy. It is beneficial when emailing large or external groups.

4. Is a Gmail group email the same as a Google Group?

No. A Gmail group email is a simple distribution list, or a label that stores multiple email addresses. A Google Group, on the other hand, has its own email ID, shared inbox, and settings for forums, Q&A, and collaborative inboxes.