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4. Sending emails

 Sending emails
==============

Updated 7 hours ago · 2 min read

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In Civio Engage, you can send email notifications to participants based on their interests in tags, regions, or projects.

Creating an email and outbound notification
-------------------------------------------

To create a new email and outbound notification:

1. In the left-hand menu, click the **Emails** icon.
2. Click the round **+** button at the top right of the screen.
3. Give the outbound notification a **Title**.
4. Provide a brief **Summary**.
5. Add your **Email content**. This is the main body of the email. Use the [Rich content editor](/articles/9180044670223-How-to-use-the-Rich-Content-editor) to format your message.
6. Include a **Call to action (CTA) URL** *(Note: This must be a full URL starting with "http").*

    - We recommend you use the CTA to link to project or content to ensure recipients have easy access to information that's relevant to the email.
7. In the **Recipients** section, select from the following criteria:

    - **Interested in tags:** Select from the dropdown list of tags/topics. Users who follow these tags will receive the notification.
    - **Interested in regions:** Specify any relevant regions. Users who follow these regions will receive the notification.
    - **Follows projects:** Enter keywords to search for projects. Users who follow these projects will receive the notification.
8. When you have finished, you can either **Save as draft**, **Send for approval** or **Approve,** depending on your [user role](/articles/9176861358095-User-roles) *(Note: 'Approving' will **not** send the email, this is just a workflow stage and will prepare the content for sending).*

![The Recipients section of the email creation form, with Interested in tags, Interested in regions and Follows projects fields](https://engage.knowledge.civ.io/storage/kmo5jh4l0SXZEz9888SqNwnDvJ6Yuc5OHe6AYOvn.png)

Sending an email and outbound notification
------------------------------------------

To send an email and outbound notification:

1. In the left-hand menu, click the **Emails** icon.
2. Navigate to the email you want to send. Ensure that the [workflow](/articles/9176823327503-Workflow-status) **status** has been set to '**Approved**'.
3. In the **Preview** tab, under **Notifications**, click **Yes, send to \[x\] subscribers**.
4. A confirmation message appears. Click **Yes, send now** to send the email.
5. Once sent, the workflow status will change to '**Sent**'.

'**Sent**' means the send was confirmed, not that the emails have arrived. Delivery runs in the background, and each recipient receives the email only if their own notification preferences allow it. A sent notification cannot be edited, deleted or sent again.

![A sent email in the Emails section: the workflow badge beside its title reads SENT, with the email preview below it and a Sent to 2 recipients panel on the right.](https://engage.knowledge.civ.io/storage/0DynofpYqMDt07Q8TQPNyIAnMFSgeTbvaaKFMNwq.png)

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