CNFS Family Directory - Communication: How do I Send an Email Message

How to Send an Email Message

This topic shows you how to send an email message to one or more members, families, members in a workgroup, or families in a workgroup. To send an email message, you need a Web-based email client or program, such as Gmail or Hotmail, or Microsoft Outlook.


Using a Web-based Email Program

Using Outlook

Using a Web-based Email Program

  1. If necessary, select the desired organization from the Organization list.

  2. Do one of the following:

  • On the Family List, Member List, or Sacraments page, select the email recipients.

  • On the Family Workgroups or Member Workgroups page, select the desired workgroup in the left panel to display its members. Then, in the right panel select the email recipients.

Use any of these methods to select your recipients:

  • Use the basic filters and the advanced filter options to create a list of recipients. You can then send an email message to individuals in the filtered list.

  • Use the page buttons to advance through the records in the list to find the names of individuals you want to email. Then, individually select them. The application stores your selections as you move from page to page.

  • Select all of the individuals displayed on the page or list that you are viewing, by clicking  column header.

To deselect all selected individuals, click  again.

  1. Click to display the View Recipients window.

The window lists the email addresses of the recipients you selected. For example:

Only unique email addresses are included. If you select multiple recipients who have the same email address, the application selects the first individual it encounters with the duplicate email address and puts that individual in the View Recipients list.

  1. Verify that the recipients' list is correct. If necessary, do the following:
  • To add more recipients to the list in the View Recipients window:
  1. Click  to close the window and return to the Family List or Member List page.
  2. Select the names of individuals that you want to add to the View Recipients window.
  3. Click .

The View Recipients window is re-displayed. The individuals you selected are added to the list.

  • To remove one or more email addresses from the View Recipients window, select the checkbox to the left of each individual's name. Then, select Clear Unchecked to remove them.
  • To remove all email addresses from the list, select Clear All. You can then add new recipients to the list by repeating Step 1.
  • To remove all email addresses from View Recipients window and load all unique email addresses from your selected recipients, select Load from Grid.

If you selected recipients from a filtered list, the Load from Grid function loads all unique email addresses from that filtered list. If you selected recipients from your entire Family List or Member List, the application loads all unique email addresses from that list.

  1. Click . Then, do the following:

Be aware that the email addresses of multiple recipients listed in the To: and  Cc: lines can be seen by all other recipients. This is typically not desirable because it makes your recipients' email addresses public. Consider using the Bcc: line to keep your recipients' email addresses private.

  1. Select the line in which you want the selected recipients' email addresses to appear:
  • To: recipients to whom you are directly communicating. If have multiple recipients in the To: line, each recipient can see the email addresses of all other recipients.
  • Cc: (short for Carbon Copy or Courtesy Copy) recipients who receive a copy of your email message.
  • Bcc: (short for Blind Carbon Copy) recipients to whom you are not directly communicating, but whom you want to receive a copy of your email message. Email addresses of recipients listed in the Bcc: line cannot be seen by other recipients.  

The Send Web Based Email window is displayed. By default, the application puts your email address in the From: line as the sender and in the To: line as the first email recipient:

You can use your keyboard's Delete key to delete an email address. For example, if you do not want to receive a copy of your email message, you can delete your email address from the To:line. You can also cut or copy one or more email addresses from one line and then paste them into another line. You must use a comma to separate email addresses.

  1. Complete the fields in the email header:

  • (Optional) Type (or copy and paste) email addresses in the remaining email recipient fields.

  • Type the subject of your email message in the Subject: line.

  • If you have a file to attach, click Attach. Browse to the location on your hard drive and select the file. Click  to close the Attach File(s) window.

  1. In the Message field, type the body content of your email message.

  1. Select one of these formats for the body content of the message.

  • Design: Rich Text Format (RTF), the default message format for Web-based email. Supports formatting, including bullets and alignment, various font styles and sizes, and background and text colors.

  • HTML: an HTML version of the body content for recipients who prefer HTML email.

  1. In the Password field, type the password you use to log in to your web-based email application. If you want the system to remember your password, check the Save Credentials box.

  1. To send your email message, click .

Using Microsoft Outlook

To use Outlook, you must have both Outlook and Internet Explorer installed on your computer. Your browser must be Internet Explorer and you must also enable Internet Explorer's ActiveX controls.

  1. If necessary, select the desired organization from the Organization list.

  2. Do one of the following:

  • On the Family List or Member List page, select the email recipients.

  • On the Family Workgroups or Member Workgroups page, select the desired workgroup in the left panel to display its members. Then, in the right panel select the email recipients.

Use any of these methods to select your recipients:

  • Use the basic filters and the advanced filter options to create a list of recipients. You can then send an email message to individuals in the filtered list.

  • Use the page buttons to advance through the records in the list to find the names of individuals you want to email. Then, individually select them. The application stores your selections as you move from page to page.

  • Select all of the individuals displayed on the page or list that you are viewing, by clicking  column header.

To deselect all selected individuals, click  again.

  1. Click to display the View Recipients window.

The window lists the recipients you selected. For example:

Only unique email addresses are included in this list. If you have multiple recipients in a list who have the same email address, the application selects the first individual it encounters with the duplicate email address and puts that individual in the View Recipients list.

  1. Verify that the recipients' list is correct. If necessary, do the following:
  • If you need to add one or more recipients to the View Recipients window:
  1. Click  to close the window and return to the Family List or Member List page.
  1. Select the names of individuals that you want to add to the View Recipients window.
  2. Click .

The View Recipients window is re-displayed. The individuals you selected are added to the list.

  • If you need to remove one or more email addresses from the View Recipients window, select the checkbox to the left of each individual's name. Then, select Clear Unchecked to remove them.
  • To remove all email addresses from the list, select Clear All.
  • To remove all email addresses from View Recipients window and load all unique email addresses from the list you selected your recipients from, select Load from Grid.

If you selected recipients from a filtered list, the Load from Grid function loads all unique email addresses from that filtered list. If you selected recipients from your entire Family List or Member List, the application loads all unique email addresses from that list.

  1. Click . Then, do the following:

Be aware that the email addresses of multiple recipients listed in the To: and  Cc: lines can be seen by all other recipients. This is typically not desirable because it makes your recipients' email addresses public. Consider using the Bcc: line to keep your recipients' email addresses private.

  1. Select the line in which you want the selected recipients' email addresses to appear:

  • To: typically used for recipients to whom you are directly communicating. If have multiple recipients in the To: line, each recipient can see the email addresses of all other recipients.

  • Cc: (short for Carbon Copy or Courtesy Copy) recipients who receive a copy of your email message.

  • Bcc: (short for Blind Carbon Copy) typically used for recipients to whom you are not directly communicating, but whom you want to receive a copy of your email message. Email addresses of recipients listed in the Bcc: line cannot be seen by other recipients.  

Outlook opens. By default, the application puts your email address in the To: line as the first email recipient.

  1. Complete the fields in the email header:

  1. (Optional) Type (or copy and paste) email addresses in the remaining email recipient fields.

  2. Type the subject of your email message in the Subject: line.

  3. If you have a file to attach, click . Browse to the location on your hard drive and select the file. Click  to attach the file.

  4. In the Message field, type the body content of your email message:

  1. To send the email, click .

 

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