5 Effective Ways to Send Email Newsletters

Email newsletters are one of the most powerful tools in digital marketing. They help you stay connected with your audience, build trust over time, and drive consistent traffic, sales, or awareness. But before you can engage readers, you need a reliable way to send those newsletters.

Whether you're just starting out or looking to improve your current setup, this guide breaks down five effective ways to send email newsletters, each with its own pros, ideal use cases, and popular tools.

1. Use an Email Marketing Platform

This is the most common and beginner-friendly method. Email marketing platforms are built specifically to help you create, schedule, and send newsletters with ease. They offer drag-and-drop editors, beautiful templates, automated workflows, and detailed analytics so you can track performance.

Popular platforms:
Mailchimp, Beehiiv, ConvertKit, MailerLite, Brevo (formerly Sendinblue)

Best for:
Small businesses, creators, and marketers who want a simple but powerful way to manage newsletters

Key benefits:

• Easy to design professional-looking emails

• Automated sending and audience segmentation

• Built-in subscriber list management

• Analytics on opens, clicks, and more

2. Send Newsletters with Substack

Substack is designed for writers, creators, and publishers who want to build a direct relationship with their readers. It’s part newsletter platform, part blogging tool, and part subscription engine. With Substack, you can send newsletters, publish them online, and even offer paid subscriptions.

Best for:
Writers, journalists, solo creators, or anyone growing a personal brand

Key benefits:

• No setup required, easy to start

• Your emails are also published as blog posts

• Built-in monetization (free and paid newsletters)

• Community features like comments and recommendations

3. Use CRM Software with Email Capabilities

If you’re a business that already uses a CRM (Customer Relationship Management) platform, you might not need a separate email tool. Many CRMs include email marketing features so you can send newsletters, nurture leads, and manage customers from one place.

Popular platforms:
HubSpot, ActiveCampaign, Zoho CRM, Salesforce

Best for:
Mid-sized to large businesses, B2B marketers, or any team using a CRM

Key benefits:

• Centralized customer data and insights

• Personalization based on user behavior or segments

• Seamless integration with sales and marketing tools

• Advanced automation and reporting

4. Send Newsletters via Gmail with Extensions

For small lists or informal newsletters, Gmail can work surprisingly well especially when combined with tools like Google Sheets and email merge add-ons. This method is budget-friendly and works right out of your existing inbox.

Popular tools:
YAMM (Yet Another Mail Merge), GMass, Mail Merge with Google Sheets

Best for:
Freelancers, consultants, local businesses, or anyone sending to fewer than 500 people

Key benefits:

• No need for a third-party platform

• Simple and cost-effective for small lists

• Works with Google Workspace

Things to keep in mind:

• Gmail’s sending limits apply (about 500 recipients per day for free accounts)

• You’ll need to manage unsubscribes manually or through your add-on

5. Build Your Own System with SMTP Services

For developers, startups, or brands with specific needs, a custom-built newsletter system can offer full control. This method involves using SMTP (Simple Mail Transfer Protocol) services to send email from your own app, CMS, or backend system.

Popular SMTP providers:
SendGrid, Mailgun, Amazon SES, Postmark

Best for:
Tech-savvy users, SaaS platforms, or teams with custom requirements

Key benefits:

• Full flexibility over design, code, and delivery

• No platform branding

• Scalable and cost-efficient at high volumes

What you’ll need:

• A developer or development team

• Your own HTML email templates

• Email compliance setup (unsubscribe links, CAN-SPAM compliance, etc.)

Final Thoughts

The best way to send email newsletters depends on your goals, team size, technical ability, and budget. Here’s a quick recap to help you decide:

• Use an email marketing platform if you want ease, features, and support

• Try Substack if you’re a solo writer or creator looking to build a personal audience

• Go with CRM software if you already manage leads and customers in a CRM

• Use Gmail with extensions if you're just starting out and have a small list

• Build your own system with SMTP if you need full control and scalability

Whichever path you choose, consistency and content quality matter most. Focus on delivering value to your audience, and the results will follow.