How to Send an Email to Organizations

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 Microsoft Outlook

Using a Web-based Email Program

Click to display the Organization Management page.
In the Organization List in the left panel, select the checkbox for each organization you want to send an email to.

In toolbar at the top of the Organization List section in the left panel, click .

The View Recipients window opens to show the email addresses of the organizations you selected.

Verify that the recipients' list is correct. If necessary, do the following:

To add more recipients to the list in the View Recipients window:

Click to close the window and return to the Organization Management page.
Select the names of organizations that you want to add.
Click .

The View Recipients window is re-displayed. The email addresses of the organizations you selected are added to the list.

To remove one or more email addresses from the View Recipients window, clear the checkbox to the left of each email address. Then, select Clear Unchecked to remove them.
To remove all email addresses from the list, select Clear All. Then, click to clear the list. You can then add new recipients to the list, if desired.
To remove all email addresses from View Recipients window and load all unique email addresses from your selected recipients, select Load from Grid.

Click . Then, select the line in which you want the selected recipients' email addresses to appear:

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.

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 organization's email address in the From: line as the sender and in the To: line as the first email recipient. For example:

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 organization's 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 the Attach link. In the Attach File(s) window, browse to the location on your hard drive and select the file to attach. Then, close the Attach File(s) window.

In the Message field, type the body content of your email message. If desired, use the buttons on the formatting toolbar to format your message exactly the way you want it to appear.

The easiest way to format your text is to type it all first, and then use the formatting buttons to apply formatting to elements of your message text.

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 at the top of the window, type the password (required) 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 .

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.

Click to display the Organization Management page.
In the Organization List section in the left panel, select the checkbox for each organization you want to send an email to.
In toolbar at the top of the Organization List section in the left panel, click .

The View Recipients window opens to show the email addresses of the organizations you selected.

Verify that the recipients' list is correct. If necessary, do the following:

To add more recipients to the list in the View Recipients window:

Click to close the window and return to the Organization Management page.
Select the names of organizations that you want to add.
Click .

The View Recipients window is re-displayed. The email addresses of the organizations you selected are added to the list.

To remove one or more email addresses from the View Recipients window, clear the checkbox to the left of each email address. Then, select Clear Unchecked to remove them.
To remove all email addresses from the list, select Clear All. Then, click to clear the list. You can then add new recipients to the list, if desired.
To remove all email addresses from View Recipients window and load all unique email addresses from your selected recipients, select Load from Grid.

Click . Then, 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. If desired, use the buttons on the formatting toolbar to format your message exactly the way you want it to appear.

The easiest way to format your text is to type it all first, and then use the formatting buttons to apply formatting to elements of your message text.

To send the email, click .

How to Send an Email to Organizations

Using a Web-based Email Program

Using Microsoft Outlook

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