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How to send an email message This topic explains how to compose and send a new email message to volunteers and or coordinators from the Volgistics Mailbox. If you’re not already on the “New Message" window you can get there by selecting “Mailbox" from the menu, clicking the “Out box" tab, and then clicking the Send a message button. Send this message by If you use VicNet or VicTouch, the New Message window includes the “Send this message" field shown here.  Check the “Email" checkbox if you want to send this message by Email. Check the “VIC mail" checkbox if you want volunteers to receive this message when they visit VicNet or VicTouch. You may check both checkboxes (Email and Vic Mail) if you want volunteers to receive this message both by email, and at VicNet or VicTouch. If you don’t use VicNet or VicTouch the “Send this message by" selection will not appear and all of your messages are sent by email only. From Messages are always from you (the name entered for you on your Volgistics system operator record). While you cannot change who the message is from, you can change the email address that will appear as the ‘reply-to’ email address in your message in the “Reply to" field. Reply-to Enter the email address you want to appear as the “reply-to" address in your message. The reply-to address is the email address messages will be sent to if the recipients of a message you send click the “Reply" button in their email program. You must enter a valid email address in this field. If an email address has been entered in the “Reply-to” field on your To Use the “To" section to specify which volunteers and/or coordinators this message should be sent to. To send your message to an individual volunteer, select the volunteer’s name from the volunteers drop-down list. To send your message to all of the tagged volunteers, check the “Tagged volunteers" checkbox. To send your message to all volunteers with a specific status (such as all active volunteers), select the status of the volunteers you want to send the message to. Check “All of the volunteers in this Set" and then choose a Set to send your message to all of the volunteers in a specific set. To send your message to every volunteer in your database (except archived volunteers) no matter what their status is, check the “All volunteers" checkbox. To send your message to an individual Coordinator, select the coordinator’s name from the Coordinators drop-down list. Check the “All coordinators" checkbox to send your message to all Coordinators. Email type If you’re sending the message to more than one volunteer you must choose an email type. Use the drop-down list to choose the email type that represents the kind of email message you’re sending. Email types are part of email preference features. This email message will not be sent to volunteers who have elected not to receive email of the type you choose here. You can define new email types in Setup. CC If you’re sending an email message the CC field appears. Use this field if you want to “carbon copy" (send a copy of the message to) another email recipient. Leave this field blank, or enter a valid email address here. Subject Enter a subject for your message. This will appear as the subject of your email message. Attachment You can optionally attach a PDF file to your email message. If you've previously uploaded the PDF file you want to attach, choose it from the Attachment drop-down list. If you have not yet uploaded the PDF file you want to attach you should close the New Message window and upload the PDF file first. Only PDF files may be attached to email. Message Enter your message in the message text area. If your message is long, consider writing it in a word processor, and then pasting it in the Message field. To ensure compatibility with a broad range of email programs, email messages you send through Volgistics are sent as plain text messages (rather than with HTML formatting). Email signature block This text area contains the email signature block associated with your system operator account. The email signature appears at the bottom of email messages you send. Your default email signature block can be set or changed on your Click the Send now button to send your message right away. If you want to save your message and sent it later, click the Save to send later button. To send a message you’ve saved to send later: 1. Choose “Mailbox" from the menu. 2. Select the “Out box" tab. 3. Click the subject line of the message you saved to send later. 4. When you’re ready to send the message, click the Send now button Related Help Help Topic 2062 - Including email attachments Help Topic 2100 - Introduction to email preferences Help Topic 2191 - How to send email to volunteers in a specific assignment Help Topic 2192 - How to send email to the volunteers scheduled on a certain day Help Topic 2193 - How to send email to all of a Coordinator’s volunteers Help Topic 2194 - How to send email to all of the tagged volunteers Help Topic 2185 - How to send email to the volunteers in a Set Help Topic 2064 - Tracking email messages you have sent Help Topic 1094 - How long does it take for email to be delivered? Help Topic 2065 - Email address validity Help Topic 2046 - Make sure volunteers receive your email Help Topic 2073 - Is it possible to ‘recall’ a mail message I sent? |
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Printable view Help topic 2195 Added or revised 11-29-2008 |