Send Email to Individual Recipients with Direct Mail

First, open the template you want to send in Mail Designer 365. The Direct Mail controls described below are only available in Template view. You can then use Mail Designer 365 Direct Mail to send email to individual recipients from the app. Each address receives a separate message, so recipients do not see one another.

To get started, click on Direct Mail in the Mail Designer 365 toolbar:

The latest version of your design will be saved. Here you can choose a name and the Team for your design.

Afterwards, the Direct Mail window will open:

Subject

First check your email's subject. This is the subject line that will be displayed in the recipient's inbox.

To: Field

In the To: field you can enter your recipient addresses. Either copy and paste them from a list or type them into the field manually. Contacts can be separated by: Comma ","; Semicolon ";"; "Enter" or "Tab".

Each recipient will receive a separate email. Recipients will not see each other.

BCC option

For each Direct Mail you send, you have the option to BCC yourself. You can use this to keep track of emails sent. Just select the checkmark next to "BCC me". You will receive one email for each recipient delivered to your own inbox.

From: Address 

This is the address your email will be sent from. If you have already set up a From Address in your Team, it will show up here.

• If the field says "No From: address defined"  ,
• open up the dropdown and select "Manage From: Addresses":
• This will take you to the web interface, where you can configure the From: Addresses for your team.

Once your From: Address is set up, select it in the dropdown menu.

Please note: You need to confirm your email address in order to be able to send your Direct Mail

Attachments

You can add attachments to your Direct Mail by dragging them into the indicated box

There is a limit of three attachments per Direct Mail and the size is limited to 20MB total.

Banner

By default your Direct Mail will include a Banner for Mail Designer.

You have the option to select between a light and a dark banner, depending on your design. You also have the option to remove the banner.

Tip: Including a Banner in your Direct Mail will allow you to save Stamps!

Stamps

The stamps bar will show you how many stamps you will need for your Direct Mail and how many stamps you have available.

Send your Direct Mail

To send your Direct Mail, press the Send button.

Send email to individual recipients privately

When you use Direct Mail to send email to individual recipients, Mail Designer 365 creates a separate delivery for every address in the To field. Recipients do not see the other addresses. This is different from placing several people in the To or CC fields of a conventional email, where addresses may be visible to everyone.

Use this workflow for a focused message or a modest recipient list that does not require a full campaign setup. For larger newsletters, advanced list management, automated sequences, or detailed audience segmentation, use the appropriate campaign workflow or a supported email service provider instead.

Prepare recipient addresses and sender details

Check the recipient list before pasting it into the To field. Remove duplicates, correct obvious spelling mistakes, and make sure each person has agreed to receive the message where consent is required. Keep addresses in a trusted source and avoid sharing the list in screenshots, support tickets, or unprotected documents.

Choose a verified From address that recipients will recognize. Confirm the reply-to behavior with your team so replies reach a monitored mailbox. Write a clear subject line, review the optional BCC setting, and remember that selecting BCC me creates one copy for every individual delivery.

Review stamps, attachments, and the Mail Designer banner

The stamps bar shows the estimated requirement and your available balance before sending. Recheck the total after changing the recipient list, attachments, or banner option. Large attachments can make messages slower to open and may trigger inbox limits, so link to a secure web page when a file is unnecessarily heavy.

If you keep the Mail Designer banner, preview both the light and dark versions against the email background. Select the version with sufficient contrast. If you remove the banner, confirm the updated stamp total before you approve the send.

Test a Direct Mail before the final send

1. Send a proof to yourself or an internal test address.
2. Check the subject, From address, reply behavior, links, images, and attachments.
3. Preview the message on desktop and mobile, including with images disabled.
4. Confirm every recipient address and the final stamp requirement.
5. Use the Send button only after the proof and recipient review are complete.

Troubleshooting individual-recipient delivery

If the Direct Mail window does not show the latest design, save the document and reopen Direct Mail. If a From address is unavailable, verify that it has been configured for the selected Team. If an address is rejected, remove extra spaces and separators, then check its spelling. If the stamp estimate is unexpected, recount the recipients, check whether BCC me is enabled, and review the banner selection.

If a recipient does not receive the message, first confirm that the address was included and that the send completed. Ask the recipient to check junk or spam folders and verify that the sender address is allowed. Do not repeatedly resend to an invalid or unconfirmed address.

This article owns the Mail Designer Direct Mail workflow for separate deliveries. Outlook contact groups, conventional CC/BCC instructions, full campaign sends, and provider-specific list management are separate topics and should not be conflated with this feature.