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Creating a distribution list

An administrator groups frequently used recipient groups under one name on the Distribution Lists screen of SmartMail Management. When a user selects the list while writing an email, all members are added separately to the recipient field. The list is a shortcut; it does not create a separate email address.

  • Administrator (permission to manage mailboxes)

How to create a distribution list?

The administrator groups frequently used recipient groups under one name in the Distribution Lists screen of SmartMail Management. Who can do this: Administrator (permission to manage mailboxes). The "List saved" notification appears on the screen; the number of members in the list is written on its row. When a user selects the list while composing an email, all members are added individually to the recipient field.

Steps

  1. Open Distribution lists from the left menu. For a new list, click + List; to change an existing list, click Edit in its row.

  2. In the window that opens, enter the list name 1, for example "Sales Team".

  3. Enter the member's email address 2 and, optionally, their name, then click Add member 3. Repeat for each member; to remove a member from the list, click the × next to them.

  4. Click Save 4.

Distribution list edit window: list name, members, add member field and Save button
  1. 1List name
  2. 2Member's address
  3. 3Adds to the list
  4. 4Saves the list
Distribution list edit window, with demo data.
ResultThe "List saved" notification appears on the screen; the number of members in the list is shown on its row. When users compose an email, they see the list under the Distribution lists heading in recipient suggestions with the LIST label.

To bulk add from Excel, CSV or text

In the list window, click Import (Excel, CSV, text). Select an .xlsx, .csv or .txt file with name and email columns 1, or paste rows and click Preview. Columns are detected from the header (Name, Company, Title / Email, Mail); if a cell contains multiple addresses, each becomes a separate member.

The preview shows how many new addresses will be added, how many are already in the list, and which rows in the file are duplicates or have no address 2. For addresses saved under a different name in the list, select Keep names in list or Update with names from file. Add to list adds the addresses to the list 3; to make it permanent, close the window with Save.

Import to list preview: number of new addresses, those already in the list, duplicates in the file, rows with no address found, and the Add to list button
  1. 1Excel, CSV or text
  2. 2Preview summary
  3. 3Adds to the draft
Import preview, with demo data.
Duplicate addressesIf the same address appears more than once in the file, only the first is taken. If you enter an address that is already in the list when adding manually, a "already in the list" warning appears and the address is not added a second time.
Who can use the list?In the Who can use this list? section of the edit window, select Everyone or Only selected people and departments. A person who cannot see the selected list cannot select it as a recipient when composing an email either; administrators see every list. A list can contain at most 5000 addresses.
TipTo delete a list, click Delete on its row; the button becomes Delete?, click once more to confirm. Deleting a list does not affect emails already sent.

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