How to Create a Gmail Distribution List (in 5 Minutes)

If you frequently send the same email to the same group of people, a Gmail distribution list can make your workflow faster and more organized. Instead of typing out individual email addresses or searching for past threads, a distribution list allows you to email a group in one step. It is particularly helpful for recurring messages, updates, announcements, and coordination across small to medium-sized teams.

Gmail does not use the phrase distribution list directly. Instead, it uses contact labels in Google Contacts that function in the same way. Once you create a label and assign contacts to it, the label becomes a reusable group email list.

In this guide, you will learn:

• When to use a Gmail distribution list
• How to create one in five simple steps
• How to remove or edit one when needed
• The pros and cons of this approach
• What to do when your team needs collaboration, not just communication

When to Create a Gmail Distribution List

A Gmail distribution list works best when your communication is one-to-many, rather than collaborative. This means you are sending information to people who do not need to coordinate replies together.

Examples of ideal use cases

• Sending updates to customers or clients
• Sharing news with community groups or volunteer teams
• Coordinating schedules for a classroom, club, or committee
• Sending internal announcements or reminders

A distribution list keeps things consistent and ensures no one is missed. If your workflow is primarily about broadcasting, this setup works well.

It can also help reduce mistakes. When communication relies on individual team members remembering who needs to be included, it becomes easy to miss someone accidentally. A distribution list ensures accuracy and saves time that would otherwise be spent reviewing recipients manually.

If you want to understand a different kind of group messaging in Gmail, here is a helpful overview: How Google Groups Work

5 Easy Steps to Create a Gmail Distribution List

🧭 1. Open Google Contacts

Visit https://contacts.google.com. Sign in with the Google account associated with your Gmail inbox.

This is where your contact list is stored, and where group labels will be created.

 2. Create a New Label

Labels act as group containers.

1. Look at the left navigation panel.
2. Click "Create label".
3. Name your label something descriptive, like Clients North Region or Team Marketing.

Clear naming helps with recall when typing in Gmail later.

3. Add Contacts to the Label

You can add contacts in two ways:

Bulk add:

• Select multiple contacts using the checkboxes.
• Click the Label icon at the top.
• Choose the label you created.

Individual add:

• Open a contact.
• Select the Label icon.
• Choose your group label.

If your team also uses Google Groups, this related article may help:
How to Add Someone to a Google Group

4. Compose a New Email in Gmail

Go to Gmail and click Compose.

In the To: field, type the label name you created.
Gmail will suggest it automatically.

Once selected, Gmail replaces the label with all email addresses inside it.

5. Send Your Email

Write your message and click Send.

Everyone in the group receives the email simultaneously. Your distribution list is now active and ready for reuse.

How to Delete a Gmail Distribution List

If you no longer need the group:

1. Return to Google Contacts.
2. Hover your cursor over the label in the left panel.
3. Select the trash icon.
4. Confirm deletion.

This removes only the label, not the contacts. Your contacts remain intact.

To understand how this differs from shared inboxes, review:
What Is a Shared Inbox?

Pros and Cons of Gmail Distribution Lists

Distribution lists are perfect for information sharing, but they fall short when a team needs to collaborate on incoming messages.

If you often find yourself forwarding emails or writing "who is taking this?", then the distribution list has reached its limit. Here is a resource that explains this transition point in more detail: Google Groups Subscription Options Explained

What This Means for Your Team

Use a Gmail distribution list if:

• You need to send one message to many people
• Replies do not require coordination
• Visibility is not critical

Use a shared inbox if:

• Multiple people respond to incoming messages
• You need to track requests or follow up
• Work responsibilities need to be clear

The moment your inbox becomes where work gets done, not just where information is broadcast, a distribution list starts to feel limiting.

How to Get More Out of Gmail Distribution Lists With Gmelius

If your team already works in Gmail, you do not need to change platforms to introduce collaboration. Gmelius turns Gmail into a shared inbox, allowing teams to work together directly from the inbox they use every day.

With Gmelius, you can:

• Assign conversations so every message has a clear owner
• Use shared labels to keep workflows transparent
• Turn inboxes into Kanban boards for visual task management
• Use AI assistants to suggest replies and maintain tone
• Apply automation rules to route, tag, and prioritize messages
  

This creates accountability and alignment without asking your team to learn a new tool.

Work together, without inbox confusion.
Get Demo

Before You Go

A Gmail distribution list is a useful tool for sending updates and keeping groups informed. It is simple, free, and familiar.

However, when your team needs to respond, coordinate, prioritize, and manage ongoing communication, a shared inbox becomes the more efficient choice. It shifts communication from who saw the email to who is taking care of the work, which reduces confusion, overlap, and delays.

If your inbox is where work starts, not where it ends, tools that support clarity and shared ownership will make the biggest difference.

‍