Manage Smart Lists

A Smart List is a type of distribution list with more options to make it easier to specify members and who is allowed to send emails to that list.

Just as a distribution list, a Smart List lets you reach multiple email addresses at once. For example, you could create a team address for your whole office team ([email protected]), a billing address for your accounting team ([email protected]), and so on.


Smart Lists can be managed from the Admin Panel:

  • Go to the Admin Panel. 

  • Log in using your Admin username and password.


Adding a Smart List

  • Click on Smart Lists in the left menu bar.
  • Choose a Domain from the list.
  • Click on the button New List.
  • In List Name, type in the name of your list (only the part before the '@' sign).
  • In List type, you have two options:
    • Specify Members (add each member one by one, by email address), or
    • All domain users (automatically include all valid emails of the chosen domain).
  • In List security, you can choose who can send emails to this smart list:
    • Only members can post: all or only some emails from the same domain can post,
    • Password protected: only senders that include the password at the beginning of the subject line can send (email subject example, with a custom password between square brackets: [mypass]My Subject ),
    • No protection: anyone can send emails to this list.
  • If you choose Password protected, type in the chosen password in the input field. You can share this password with accepted senders and instruct them to include it in the email subject (for example: [customPassword]My Subject - the password will be removed before recipients receive the email).
  • You can choose to Send a copy of the message to the sender.
  • Click on the Add Smart List button to finish the setup.


Managing Smart List Members

Adding new members to a Smart List where List Type is Specify Members:

  • Click on Smart Lists in the menu bar.
  • Choose a Domain from the list to show the available Smart Lists.
  • Click on the member icon next to the list you wish to edit
  • You can add internal members (hosted by us, unlimited) or external members (hosted by another provider, maximum 4 per list).
  • You can choose if they can post to this smart list by setting Can post to Yes for each member you add.
  • To add an internal member, select the email address from the dropdown, and click on Add Member button.
  • To add an external member, type in the input field the email address and click on Add Member button.

Deleting members

  • Click on Smart Lists in the menu bar.
  • Choose a Domain from the list to show the available Smart Lists.
  • Click on the member icon next to the list you wish to edit.
  • Remove members by clicking on the delete icon next to the member which you want to delete.
  • A confirmation pop-up will appear, showing the member that will be deleted. Click on Delete to confirm.
  • If the Smart List type is All domain users, you can only remove the member's permission to post to that list.

Removing a Distribution List

  • Click on Smart Lists in the menu bar.
  • Choose a Domain from the list to show the Smart Lists.
  • Click on the delete icon next to the smart list which you want to delete.
  • An alert pop up will appear, showing the list that will be deleted. Click on Delete to confirm.
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