Send to an email mailing list

Set up the mailbox and Publishing channel

Connection-backed email lists support Microsoft delegated, shared and application mailboxes, Gmail OAuth and IMAP/SMTP mailboxes. Authorize the connection, confirm its sender, and create or select the appropriate Publishing channel. Existing channels do not automatically gain recipients, and older SMTP/SendGrid publishing behavior is separate from this list workflow.

You need permission to manage the list and to publish through its channel. Maintain the permission to contact recipients through your own audience process; adding an address is not a consent-collection step. See email connections for mailbox setup. Sending a mailing does not create tickets or enable support intake.

Add and check recipients

1. Open Mailing recipients in the channel details.
2. Add an address and optional name manually, or open the import area.
3. Paste one address per line or supply a CSV with address,name columns. Email headers are also accepted.
4. Preview the import, correct invalid entries and inspect duplicates before applying it.
5. Reload the list if another edit makes the preview stale, then confirm the intended enabled recipients.

Each channel supports up to 1,000 nonremoved recipients. Addresses retain dots and +tag aliases. Contacts are not synchronized automatically. Importing an address again does not reactivate a disabled, removed or unsubscribed recipient. Removal retains suppression information, so a later import cannot silently undo it.

Choose delivery and unsubscribe settings

Individual delivery is the default. BCC delivery uses batches of at most 50 recipients, with no recipient exposed in To and no extra sender copy. If you enable unsubscribe, use Individual delivery: the unsubscribe link is recipient-specific, and BCC cannot be combined with that setting.

Unsubscribe is optional and off by default. An administrator must configure the public HTTPS origin before links can be used. Opening a link shows a confirmation; confirming suppresses the recipient for that channel. It does not unsubscribe them from every channel in the workspace. Check the setting and deployed confirmation page as part of your mailing setup, before relying on the link in a campaign.

Compose and preview the email

Create a post and select the email Publishing channel. The post title supplies the default subject; a channel variant can override the email subject and content format. A subject and visible body text are required. HTML is filtered and a plaintext version is derived, so review the rendered message instead of assuming every pasted layout will survive unchanged.

Use the mailing preview to check the connected sender, example recipient and final content. Email attachments must have a Safe malware verdict and fit within 20 files and 25 MiB in total. Pending scans are not safe attachments. After previewing, complete the applicable approval and schedule. The preview uses the current list; it is not the final sending snapshot.

Follow delivery and changes to the list

The first send step freezes the active recipients, sender, list settings, content and safe attachment bytes. Later edits do not rewrite that operation. Current suppression is checked again before pending deliveries are claimed, so a later opt-out can still stop an unclaimed recipient. It cannot recall a message already accepted by the mailbox provider.

Inspect accepted, delivered, failed, ambiguous, pending and suppressed results. Only known retryable failures can be explicitly retried with the original snapshot; accepted, delivered and ambiguous recipients are excluded. Delivery reporting is not an open-rate or click analytics feature. To route incoming replies into Tickets, configure a separate active Support channel on the connection. See troubleshooting before repeating an uncertain send.