How to Create a Group Email in Gmail

How to Create an Email Group in Gmail Using Google Contacts

The easiest way to create a group email in Gmail is by creating a contact label in Google Contacts. A label is essentially a tag you attach to a set of contacts, and Gmail lets you email everyone with that label at once.

Here's how to set it up:

Step 1: Open Google Contacts

Head to contacts.google.com. Make sure you are signed in with the same Google account you use for Gmail. You will see a list of all your saved contacts.

If the people you want to group are not in your contacts yet, add them first. You can do this by clicking + Create contact.

Step 2: Select the Contacts You Want to Group

Tick the checkbox next to each contact you want to include. You can select as many contacts as you need.

Step 3: Create a Label

With contacts selected, click Manage labels (tag icon), then click + Create label. Name it something clear, like "Book Club," "PTA Committee," or "Project Team," and click Save.

Your new label will now appear in the left sidebar under Labels. You can click it any time to see who is in the group, add new contacts, or remove people.

Step 4: Send a Group Email in Gmail

Open Gmail, click Compose, and start typing your label name in the To field. Gmail suggests the label; select it and all addresses are added.

Write your subject line and message as normal, then hit Send. Every person in that label will receive the email.

A Quick Note About Privacy

When you send a group email this way, every recipient can see every other recipient's email address in the To field. That might be fine for a close-knit team, but it can be a problem for larger groups where people may not want their address shared.

The workaround is to use BCC. Click Bcc in the compose window, put your own address in the To field, and add the group label in the Bcc field instead. This hides everyone's addresses from each other.

The catch is that replies to a BCC email go only to you, not the group. BCC protects privacy, but it kills group conversation. If you need both privacy and proper group replies, you need a different approach.

What About Google Groups?

You might have come across Google Groups as another option. It does let you create a true group address (for example, bookclub@googlegroups.com) and supports reply-to-group and a message archive.

However, Google Groups is really designed for Google Workspace organisations. For informal groups, the admin and permission setup is often more complex than needed, and non-Google members can have a rougher experience. It is powerful, but often more than most groups need for simple group email.

If you want a deeper breakdown, see our Google Groups alternative comparison.

The Limitations of Gmail Group Emails

Gmail labels work well for occasional one-way emails. But as soon as your group communicates regularly, the rough edges show up.

Replies do not go to the group. Replies go only to the original sender.

You have to manage membership manually. You must update the label yourself as people join or leave.

There is no unsubscribe option. People cannot remove themselves without asking you.

No shared archive. New members cannot catch up on past conversations.

No moderation tools. You cannot approve messages or restrict who can post.

Privacy trade-off. Either expose addresses in To, or use BCC and lose group replies.

Gmail is an email client, not a group communication platform. For quick one-off updates it is fine, but these limits add up fast for active groups. None of these are Gmail bugs - it was never meant to be a full group communication tool.

A Better Alternative for Ongoing Groups

If your group needs replies that go to everyone, self-service membership, a shared archive, and proper privacy - all without Google Groups complexity - it is worth using a purpose-built group email tool.

Gaggle Mail gives your group one address (for example, bookclub@gaggle.email) and includes:

• Replies to the whole group (or sender-only if you prefer), so you do not have to forward replies manually
• Self-service membership so members can join or leave on their own
• Private-by-default delivery with no member address exposure
• Shared archive so new members can catch up quickly
• Built-in moderation and optional digests

It works with any email provider, so members can keep using Gmail, Outlook, Yahoo, or any other inbox they already use. They do not need to switch providers or sign up for anything new.

How Does It Compare?

Here is a quick side-by-side comparison:

For a deeper look at alternatives, see our full comparison of group email services.

Which Approach Is Right for You?

If you just need to email the same 5-10 people once in a while and replies are not important, Gmail contact labels are a perfectly good solution. Follow the setup steps above and you are done in a few minutes.

If your group communicates regularly, has more members, or needs things like replies, privacy, archives, or self-service membership, you will save time and hassle with a dedicated group email platform.

Try Gaggle Mail free - it takes about two minutes to set up, and members do not need to create an account or learn anything new.