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How to Bypass the SharePoint News Email 25-Recipient Limit
Question details
Users are unable to send SharePoint news promotion emails to more than 25 recipients simultaneously, despite previously being able to send to hundreds of contacts.
- Product
- Microsoft SharePoint Online
- Device & OS
- not provided
- Scenario
- Distributing organizational news posts to large contact lists via the built-in SharePoint email promotion feature.
- Observed behavior
- The system restricts the email distribution function to a strict maximum of 25 recipients per message, forcing users to either split their lists or find alternative methods.
Ensure you have access to the desktop or web version of Microsoft Outlook, as the most effective workaround requires forwarding the message through an external email client.
Forward the News Post via Microsoft Outlook
Bypass the restrictive 25-recipient limit by sending the news post to your own email address first, then forwarding it to your broader distribution list.
This is the most reliable workaround while Microsoft investigates the service limitation. By using Outlook to forward the email, you bypass SharePoint's internal mailing constraints without breaking the HTML formatting of your news post.
Open your published SharePoint news post, click the 'Promote' or 'Send by email' button, and enter your own email address as the sole recipient.
Open your Microsoft Outlook desktop application or Outlook on the web and find the newly delivered SharePoint news email in your inbox.
Click the 'Forward' button, enter your full distribution list, group emails, or hundreds of individual contacts, and send the message.
Divide Recipients into Multiple Batches
If you prefer to keep the sending process entirely within SharePoint, you can manually split your recipient list into smaller groups of 25 or fewer.
Report the Service Change to Microsoft 365 Support
Since this limitation is an unexpected platform behavior, submitting a formal support ticket helps escalate the issue to Microsoft's engineering team.
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Frequently Asked Questions
Why did Microsoft suddenly limit SharePoint news emails to 25 recipients?
This limitation is widely reported by users as an unexpected backend service change or glitch in SharePoint Online. Microsoft has not currently documented this as an intended, permanent feature update, and many administrators have raised support tickets seeking a resolution.
Can I use Microsoft 365 Groups to bypass the SharePoint email limit?
Yes. If you enter a single Microsoft 365 Group or dedicated distribution list email address, it counts as only one recipient in SharePoint's system, even if that group contains hundreds of individual members.
Is there an admin setting to change the 25-recipient limit back to 700?
Currently, there is no manual toggle or configuration setting available within the SharePoint Online Admin Center to override or roll back this specific 25-recipient limit. Workarounds like Outlook forwarding or using unified distribution lists are required.
Will forwarding the SharePoint news post via Outlook break the visual layout?
No, forwarding the email directly from your desktop or web Outlook client preserves the original HTML formatting, banner images, and embedded hyperlinks of the SharePoint news post exactly as it was originally generated.
