How to Make a Mailing List in Gmail for Business Use

Email lists are an important component of your business communications as a business owner. Whether it is for email marketing to update customers on promotions from your business or keeping up with suppliers, vendors, or collaborators email lists are an indispensable part of your business communications.

What are Email Lists?

Simply put email mailing list is a subscriber list of addresses of customers that a business builds after customers have submitted their emails and opted to receive content and updates about the business through email. Besides offering updates on businesses’ offerings email lists can also help in lead generation.

With Gmail’s mailing lists you can assign a label to specific contacts. This allows you to group contacts based on specific lists. Grouping contacts is useful for the regular mailing of a specific list of persons. Essentially Gmail’s labels act like folders for your emails letting you track the status of people’s tasks and help you to mark emails that need follow-up or emails that can be read at a late date.

How to make an email list with Gmail?

The mailing lists in Gmail are defined by assigning a label to specific contacts. Below we will describe all the necessary steps to create a mailing list.

Step one: Log into your Gmail account and from the top corner pick the all-app icon in between your settings and your profile icon and click on it

Step two: From the drop-down menu select ‘Google contacts’

Step three: Then select the contacts you want to reach collectively

Step four: Then on the left side menu locate the ‘create a label’ icon and click on it

Step five: Then type in the label name you want and hit save

Step six: From your contacts hover above the contacts, you want to reach collectively and select them

Step seven: After selecting your contacts go above your contacts and hover over the ‘manage labels’ and add the contacts to the label that you just created, click on that label and hit apply

Step eight: Then go back to your Gmail and hit ‘compose’

Step nine: Type in the name of the label in the address field of your emails. This will then automatically populate all the emails you added to the label. This will also apply for CC and BC as well

Step ten: If you want to send an email to your selected group all you have to do is add your text and body and then click ‘Send’

Email is Still Tops in Marketing

Unlike outreach through social media, email marketing subscribers are six times more likely to get higher click-through rates through emails than through social media posts. It is important that businesses build their email list organically. This is because purchasing email lists could deter prospective clients as people might mark your email as spam if they didn’t sign up for your list. Some benefits of email lists include:

They make it personal: People are more responsive to targeted personal online conversations making communications feel more human and real. With it, you can address each user with their name, and send a personalized message.

Customers still prefer emails: Even though several messaging technologies are available, people still prefer emails for business messages. Branded emails help to represent your business and help build your authority, credibility, and professionalism.

Emails help build intimate relationships: Emails are the most direct way to communicate one-to-one with your customers. It lets your customers talk with you in person and ask questions if they encounter problems.

Email lists can be managed easily: You can use your email lists to segment your recipients, follow through on conversations, offer targeted offerings, and much more with relative ease.

Reach an already engaged audience: An email list can beef up your email marketing efforts to reach out to people who have signed up to your mailing lists to receive marketing messages.

The Perks of Using Gmail’s Mailing Service

Gmail offers lots of business solutions to give your business that extra edge. It offers features like email lists, group contacts, and mass emailing capabilities. Gmail recently revamped its platform to enable users to enjoy a clean, streamlined way to jump between their inbox, Chat, Spaces, and Meet.

Though some of its robust features come through its premium service, some great features come for free for businesses to capitalize on. With the free version of Gmail, you can send internal memos, team-specific emails, and even external messages to clients and partners. Besides offering ease of sending bulk emails to specific contacts Gmail also allows you to recall emails in case you invertedly sent the wrong email, or have typos in your email. You can do this by assigning a cancellation period for all outgoing emails.

Image: Envato Elements


Michael Guta Michael Guta is the Assistant Editor at Small Business Trends and currently manages its East African editorial team. Michael brings with him many years of content experience in the digital ecosystem covering a wide range of industries. He holds a B.S. in Information Communication Technology, with an emphasis in Technology Management.

14 Reactions
  1. Thank you, Michael. The Label feature is useful to know, though when I go to Contacts in my gmails accounts, a different (old) setup appears that has groups, not labels. Do you know how to change this to the Google Contact screen you show, and is there a way to create and send the email without all the email addresses being visible to everyone (aside from putting in your email address in the To field and BCing everyone?

  2. Gmail is very easy to use. I found that you can also do mail merge with it.

  3. I find Gmail to be a reliable mail service provider. I get my messages faster because of it.

    • I have recently switched to Gmail as well. I agree. Some messages get caught up in Yahoo and other mailing providers.

  4. Is there a way to create an e-mail distribution list without adding an individual to my Contact List? I would like to send e-mails to members of a non-profit organization to which I belong, however, I do not want to add all of the members to my Contact List.

  5. Is there a way to label only one email of a contact, to create a mailing list? In your example above, what if Jane Johnson had a personal and a work email listed but you only wanted your distribution list to include her work email?

  6. Is there a way that others, non gmail users, send to a gmail distribution list?

  7. Katharine Renee Long

    This is inefficient and error-prone. Instead of going through my hundreds of contacts one-by-one and labeling twenty of them, probably missing a few, how can I make a mailing list by importing a list (in csv format or whatever) of the twenty I know I want to add?

  8. Gmail lacks the functionality to add email addresses to a Group Email when they are NOT in your Contacts directory. I would have to add all the emails of, for example my volunteers, to the Contacts list and then add them to the group email. Lack of functionality. Easier to just BCC them all. Gmail needs to catch up with Microsoft mail. It does not let you have more than one signature, and toggle between several depending on if internal or external message. Easy fixes, but not in the program. Ugh!

  9. Is there a way to forward an email to a label?

  10. This system doesn’t seem to let you CC email addresses so, you end up with all your addresses appearing to everyone which is an inappropriate way to do it. I think they have not really developed this properly.