Team: Sending an Email to Teams

This article provides instructions on how to send an email in Microsoft Teams using a team channel email address.

Summary

This article provides information on sending or forwarding an email to Microsoft Teams using a channel email address. It has the following sections:

1. Find the Email Address of a Channel
2. Reply to an Email in a Channel
3. View an Email in its Original Format
4. Troubleshoot Email Failures
5. Modify which people or domains may send email to the channel email address - Team Owners

 

Content

 

I. Find the Email Address of a Channel

Note: This feature needs to be enabled by your IT administrator.

 

 

Instructions

Step 1 - Navigate to the channel name in the Teams section on the left of the Teams app.

Step 2 - Click the three dots button next to the channel name for More options > Get email address.

Step 3 - Click the Copy button to copy the email address.

Step 4 - Paste the copied email address into the To: field of an email message in your email program to send that email message to the channel in Teams.

 

Outcome

The email address is copied and available to paste into email messages.

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II. Reply to an Email in a Channel

When you reply to an email message within a channel discussion thread, it creates a conversation about the email within Teams. However, this does not send an email reply to the original sender. Any comments or conversations you have about the email in a channel are visible only within that Teams channel, not in the sender's email outside of Teams.

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III. View an Email in its Original Format

Sometimes, emails that get sent to a channel are too large to view in the conversation. 

 

 

Instructions

Step 1 - Navigate to the email conversation within Teams.

Step 2 - Click View original email under the conversation.

 

Outcome

The full email displays in its original format.

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IV. Troubleshoot Email Failures

There are a few reasons why sending an email to a channel can fail:

• The channel settings restrict who can send email.  Team owners can modify which people or domains may send to each channel.
• The email contains more than 50 in-line images.
• The email has more than 20 file attachments.
• The email has an attachment that's more than 10 MB.
• The SharePoint folder associated with the channel has been deleted or renamed.

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V. Modify which people or domains may send email to the channel email address - Team Owners 

Team Owners can modify advanced settings for channel email addresses, fine-tuning which people or domains are allowed to send to that channel.

Instructions for Team Owner

Step 1 - Navigate to the channel name in the Teams section on the left of the Teams app.

Step 2 - Click the three dots button next to the channel name for More options > Get email address > advanced settings.

Step 3 - Select the desired option then click Save.  Available options are:

• Link to Remove email address which disables all sending of emails into that Team channel
• Anyone can send emails to this [ Team channel email ] address
• Only members of this team [ can send emails to this Team channel email address ]
• Only email sent from these domains [ can send emails to this Team channel email address ]:  with a box to enter allowed domains

Note: Click on the advanced settings link again to hide the advanced settings options if no change is needed

 

Outcome

Only email messages from the specified people or domains are allowed to be delivered to that specific Team channel.

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Further Readings

Send an email to a channel in Teams - Microsoft Support 

Share an email to Teams from Outlook - Microsoft Support 

Tip: Send email to a channel - Video 

LinkedIn Learning - Microsoft Teams 

 

Need additional help?

For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:

• USNH M365 Learning Pathways: On-Demand Online Walk-throughs, Tutorials, & Guides for M365 Products
  https://universitysystemnh.sharepoint.com/sites/M365LP/
• SharePoint Success Site: Learn How to Plan, Build, Launch, Share, & Manage Your Sites
  https://universitysystemnh.sharepoint.com/sites/SharePointSuccessSite/

Learn more about the great tools our Microsoft 365 Learning sites offer!

Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request.  For password issues you must call or visit the Help Desk in person.