Sending multiple email messages

You can use FileMaker Pro to send multiple email messages to one or more recipients. To specify email addresses, subjects, and messages, you can type text, use data from each record in the current found set, or use calculations. A separate email is sent for each record in the found set.

•To send using SMTP (without an email application), choose SMTP Server. In the SMTP Options dialog box, enter user and server information (see Entering or editing SMTP options) and click OK. Then continue with step 4.


To	Do this
Enter one or more email addresses	Type the addresses. Separate each address with a semicolon or the return character.
Specify a field that contains one or more email addresses	Click and choose Specify Field Name. Then select a field and click OK.
Specify a calculation that generates one or more email addresses	Click and choose Specify Calculation. Then create a calculation and click OK.
Windows: Enter one or more email addresses from the default email client	Click and choose Specify Email Addresses. Then choose the email addresses you want.

6. If you specified a field or calculation in step 5, select Collect addresses across found set if you want to gather addresses from all the records in the current found set for each message.

Important Use Collect addresses across found set with caution because it can generate a lot of email messages. For example, if your found set contains 10 records and you specified a field that contains a single email address in each record, 100 email messages would be generated. Each email address will receive 10 emails. See the example below.


To	Do this
Enter text	Type the text.
Specify a field that contains text for the email	Click and choose Specify Field Name. Then select a field and click OK.
Specify a calculation that generates text for the email	Click and choose Specify Calculation. Then create a calculation and click OK. For example, if the current month is July, the following calculation for a subject returns "Monthly report for July": "Monthly report for " & Month ( Get(CurrentDate) )
Insert the contents of a text file into the Message box	Click next to the Message box and choose Insert Text from File. Then choose the text file you want.

•Email is sent through SMTP or directly to your default email application’s outbox as plain text. To apply formatting or change an email message’s contents, see the Send Mail script step.

•If you specify the contents of a field as the email address and the field contains more than one address (separated by commas or semicolons as required by your email client), one message is sent to each address in each record.

When you specify a field or a calculation as the email address, the number of messages sent depends on the contents of the fields or the result of the calculation and whether you select the Collect addresses across found set option. Suppose you have the following found set:


Address	Subject	Message
Recipent1@isp.com	Subject1	Message1
Recipent2@isp.com	Subject2	Message2
Recipent3@isp.com	Subject3	Message3
Recipent2@isp.com	Subject4	Message4

When you specify the Address field for the email address and select Multiple emails (one for each record in found set), each message is addressed to only one recipient and the results are:

If you select the Collect addresses across found set option, all three recipients receive all four messages (Subject1, Message1; Subject2, Message2; Subject3, Message3; and Subject4, Message4) and each message is addressed to all three recipients.