Sending email messages
1. Find the record or records that contains the data you want to use in your email.
2. Choose File menu > Send > Mail.
3. For Send via:
•To send using a supported email application, accept the default, E-mail Client.
4. For Create:
•To send one message to one or more recipients, select One email using data from the current record.
•To send separate messages using each record in the
found set, select
Multiple emails (one for each record in found set).
5. For To, CC, and BCC, enter one or more email addresses, separating each with a semicolon or the return character. Or, do one of the following:
To | Click the arrow and choose |
Specify a field that contains one or more email addresses | Specify Field Name |
Specify a calculation that generates one or more email addresses | Specify Calculation |
Windows: Enter one or more email addresses from the default email client | Specify Email Addresses |
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. (Otherwise, only the address from the current record is used.)
Important Use Collect addresses across found set with caution because it can generate more messages than you may intend. See "Collecting addresses across the found set," below.
7. For Subject and Message, enter text. Or, do one of the following:
To | Click the arrow and choose |
Specify a field that contains text for the email | Specify Field Name |
Specify a calculation that generates text for the email | Specify Calculation 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) ) |
Use the contents of a text file as the message | Insert Text from File (next to Message) |
8. (optional) Select Attach file, then select a file.
Notes
•If you specify the contents of a field as the email address and the field contains more than one address (separated by semicolons, return characters, or commas as required by your email client), one message is sent to each address in each record.
•Email is sent as plain text. To apply formatting or change an email’s contents, see the
Send Mail script step.
Collecting addresses across the found set
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 Collect addresses across found set.
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:
•Recipient1 receives one message: Subject1, Message1
•Recipient2 receives two messages: Subject2, Message2 and Subject4, Message4
•Recipient3 receives one message: Subject3, Message3
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.