Account owners and admins can view and manage different mailing lists in their organization in the Zoom web portal. A mailing list is a collection of names and addresses used by an individual or an organization to send messages to multiple recipients. Account owners and admins can add a mailing list from multiple users or a specific group.

This article covers:

• How to access Zoom Mailing List Management
  • Manage the header fields
  • Search for a mailing list
• How to create a mailing list
  • Add members to the mailing list
  • Add a user group as a new mailing list
• How to edit the mailing list
• How to use additional actions for the mailing list
• How to manage mailing list members
  
  • Access the Members page
  • Manage the Members page
  • Add mailing list members
  • Remove mailing list members
  • View mailing list members details
  • Change mailing list members' roles

Prerequisites for customizing Zoom Mailing List Management

• Zoom One Business or Zoom One Enterprise account in the US or Canada
• Account owner or admin privileges
• Zoom Mail and Calendar Clients enabled with a custom domain

Note: Pro accounts have the Zoom Mail and Calendar Services enabled by default. For Business and Enterprise accounts, the Zoom Mail and Calendar Services are disabled by default.

How to access Zoom Mailing List Management

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click Mail/Calendar Management then Mailing List Management.

Manage the header fields

The header fields include Email, Name, Status, Owners (emails), and Create Time.

1. Access Mailing List Management.
2. (Optional) To the right of the header fields, click the arrow to sort mailing lists in ascending or descending order, based on the header field.
3. (Optional) In the header row, click the Action icon to select or deselect the checkboxes of header fields.
   When selected, the header field and its information will appear. When deselected, the header field and its information will be hidden.

Search for a mailing list

1. Access Mailing List Management.
2. (Optional) At the top of the window, search for a mailing list by its name. 

How to create a mailing list

1. Access Mailing List Management.
2. In the top-right corner, click + Create Mailing List.
   A pop-up window will appear.
3. In the window, select the method to create the mailing list:
   • Create a mailing list from selecting users: Create a new mailing list and add users to it.
   • Create a mailing list from a specific group: Add a user group as a new mailing list. The user group admin will automatically become the mailing list owner.
4. Click Next.
5. Create your mailing list by following your chosen method: adding members to the mailing list or adding a user group as a new mailing list. 

Add members to the mailing list

Note: You can add up to 250 members at one time.

1. Create a mailing list from selecting users.
   A pop-up window will appear.
2. In the window, select users who you want to add to the mailing list.
   • (Optional) At the top of the window, search for users by their email. 
   • (Optional) To the right of the header fields, click the arrow to sort users in ascending or descending order, based on the header column.
   • To the left of the user, select the user's checkbox.
   • (Optional) To the left of the Email header field, click the checkbox to select all users.
3. After selecting users, click Next.
4. Complete information about the mailing list:
   • Name: Enter a name for the mailing list.
   • Email: Enter an email for the mailing list.
   • Owner: Find and select emails for the owner of the mailing list.
   • View Group Policy: Select either Group Members or Domain Members.
   • Leave: Select Owner or All Members. Owners can leave the mailing list on their own. To allow members to leave, choose All Members.
   • Message: Select the checkboxes of Welcome Messages and/or Goodbye Messages. If selected, users will receive a welcome and/or goodbye message when they leave or join the mailing list.
   • Archive: Select the Auto Archive every emails checkbox to automatically archive every email in the mailing list.
   • Bounce Score: Click the dropdown menu and select the bounce score. The bounce score is a threshold of emails that cannot reach a mailbox. The mailing list will stop sending emails to the mailbox once it meets the bounce score.
   • Description: Enter a description about the mailing list.
5. Click Save.
   The created mailing list will be added to the Mailing List Management page.

Add a user group as a new mailing list

Note: The user group can have equal to or fewer than 250 members.

1. Create a mailing list from a specific group.
   A pop-up window will appear.
2. In the window, search by group name and select the group that you want to add.
3. Click Next.
4. Complete information about the mailing list:
   • Name: Enter a name for the mailing list.
   • Email: Enter an email for the mailing list.
   • Owner: Find and select emails for the owner of the mailing list.
   • View Group Policy: Select either Group Members or Domain Members.
   • Leave: Select Owner or All Members. Owners can leave the mailing list on their own. To allow members to leave, choose All Members.
   • Message: Select the checkboxes of Welcome Messages and/or Goodbye Messages. If selected, users will receive a welcome and/or goodbye message when they leave or join the mailing list.
   • Archive: Select the Auto Archive every emails checkbox to automatically archive every email in the mailing list.
   • Bounce Score: Click the dropdown menu and select the bounce score. The bounce score is a threshold of emails that cannot reach a mailbox. The mailing list will stop sending emails to the mailbox once it meets the bounce score.
   • Description: Enter a description about the mailing list.
5. Click Save.
   The created mailing list will be added to the Mailing List Management page.

How to edit the mailing list

1. Access Mailing List Management.
2. To the right of the mailing list you want to edit, click Edit.
3. Edit the fields.
4. Click Save.

How to use additional actions for the mailing list

1. Access Mailing List Management.
2. To the right of the mailing list you want to manage, click the ellipsis , then select from the following options:
   • View Details: You can view Basic and Advanced information (same fields as creation fields) about the mailing list details.
   • View Members: You will be directed to the Members page to view and manage member information.
   • Delete: If a confirmation window appears, click Delete. The mailing list will be deactivated, and its status will be Deleted.
   • Activate: This option appears only if the mailing list has been deleted (deactivated). After activating the mailing list, the mailing list's status will change to Active.

How to manage mailing list members

Access the Members page

1. Access Mailing List Management.
2. To the right of the mailing list you want to manage, click the ellipsis , then click View Members.
   You will be directed to the Member page where the mailing list members and their information is listed.

Manage the Members page

The header fields include Member Email, Member Name, Status, Member Role (in the mailing list), Join Time, and Bounce Score.

1. Access the Members page.
2. (Optional) At the top of the window, search for a member by their email. 
3. (Optional) To the right of the header fields, click the arrow to sort users in ascending or descending order, based on the header column.

Add mailing list members

In the list view of all members, the admin has the ability to add members to the mailing lists as long as the mailing list is not associated with a group.

Note: You can add up to 250 members at one time.

1. Access the Members page.
2. In the top-right corner, click + Add Member. 
   A pop-up window will appear.
3. In the window, select users who you want to add to the mailing list in the following ways:
   • (Optional) At the top of the window, search for users by their email and select them. 
   • (Optional) To the right of the header fields, click the arrow to sort users in ascending or descending order, based on the header column. Then, select the user(s) that you want.
   • To select multiple users, select user checkboxes to the left of the users.
   • (Optional) To select all users, click the checkbox to the left of the Email header field to select all users.
4. After selecting users, click Save.
   The user(s) will be added to the mailing list members.

Remove mailing list members

In the list view of all members, the admin has the ability to remove members from the mailing lists as long as the mailing list is not associated with a group.

1. Access the Members page.
2. Remove mailing list members:
   • To remove an individual member:
     • To the right of a user, click Remove.
   • To remove multiple members:
     1. To the left of multiple users, select their checkboxes. 
     2. At the top of the page, click Remove.
   • To remove all users at once:
     1. To the left of the Member Email header field, click the checkbox to select all users.
     2. At the top of the page, click Remove.
3. If a confirmation window appears, click Remove.

View mailing list members details

1. Access the Members page.
2. To the right of a member you want to manage, click the ellipsis , then click View Details.
3. View Basic and Advanced information about the mailing list member.

Change mailing list members' roles

1. Access the Members page.
2. To the right of a member you want to manage, click the ellipsis , then click Change Role.
   A confirmation window will appear, informing you that the member will become an owner.
3. In the confirmation window, click Save.
   On the Members page, the user's Member Role will change to Owner.