If necessary, select a different organization from the Organization list.
Click 
to display the Staff
List page.
Select your email recipients. Do one of the following:
This topic shows you how to send an email message to one or more staff members. 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
If necessary, select a different organization from the Organization list.
Click
to display the Staff
List page.
Select your email recipients. Do one of the following:
To select specific staff, select the check box the desired names.
To select all staff,
select this check box in the column header: 
.
To
deselect all selected staff, click
again.
In the toolbar, click 
.
The View Recipients window opens. The email addresses of the staff members you selected are displayed at the top of the window.
Only
unique email addresses are included in this list. If you have multiple
recipients in the 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.
to close
the window and return to the Staff List
page..The View Recipients window is re-displayed. The individuals you selected are added to the list.
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 Staff List, the application loads
all unique email addresses from that list.
. 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.
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.
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.
In the Message field, type the body content of your email message.
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.
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.
To
send your email message, click 
.
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.
If necessary, select the desired organization from the Organization list.
Click to display the Staff List page
Select your email recipients. Do one of the following:
To select specific staff, select the check box the desired names.
To select all staff,
select this check box in the column header: .
To
deselect all selected individuals, click again.
In the toolbar, click .
The View Recipients window opens. The email addresses of the staff members you selected are displayed at the top of the window.
Only
unique email addresses are included in this list. If you have multiple
recipients in the 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.
Verify that the list is correct. If you need to make changes, do the following:
Click to close the window
and return to the Staff List page.
Check the names of individuals that you want to add the list of recipients.
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 (to uncheck) the box 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 the instructions to add more recipients.
To remove all email addresses from View Recipients window and load all unique email addresses from the Staff List grid, 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 Staff List, the application
loads all unique email addresses from that list.
Click 
.
Then, complete these steps:
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.
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.
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 
. Browse to the
location on your hard drive and select the file. Click 
to attach the
file.
In the Message field, type the body content of your email message:
To
send the email, click 
.