Send a Basic Email Message

Below are the steps on how to send a basic email message.

• After logging in you will arrive at the Send Message page. Or from the messages menu in the top navigation bar click Send Message.
• From the Send Message page select the group you want to send a message to from the Select Groups dropdown menu. If you want to send to multiple groups, select them one at a time from the dropdown menu. Each group selected will appear in the yellow detail bar above the Review Recent messages section. To remove any of the groups click on the group's name and press OK to confirm.
• Select the User Types to be notified from the dropdown menu.
• Select Email from the Message Type dropdown menu.
• Select the desired escalation level from the Select Alert Escalation Level dropdown which defines the types of email addresses to be contacted.
• The Non-emergency or Emergency drop down menu is a secondary selection of Cell Phone numbers to include in the message.  Cell Phone numbers marked as Emergency Only on a user’s Dashboard will only be contacted if Emergency is selected. If Non-Emergency is selected, regardless of the escalation level, the Cell Phone number will not be included.
• The yellow message detail bar displays the number of users who will receive the message.
• In the Create New Email Alert section enter a Message Subject in the field provided. Or choose one of your own Email Templates from the dropdown menu and click the Insert Template button. (Learn more from our tutorial on Creating Alert Templates.)
• To personalize your message, select an option from the Insert Name Options dropdown menu. (CAUTION: This option is not recommended for emergency messages as this can slow down the deliver rate of messages.)
• Select the desired Email Format from the dropdown menu. 
  • Plain Text will not contain any images, hyperlinks, or special font styles, sizes, or colors. 
    • HTML does allow for these kinds of formatting options.
• The Express Toolbar is the default toolbar for the email editor. Press the Full Toolbar button to the far right of the editor for more formatting options.
• Type your Message Body into the field provided.
• To have your message translated into one of the five system supported messages select the language from the Language dropdown menu and click the Translate button.
• To attach a file to upload to the system to which the recipient will receive a link to download:
  • Locate the file by clicking the Choose File or Browse… button.
  • Select the file from your computer and click Open.
  • Click the Upload button.
• Click the Send Message Now button to send the message immediately, or click the Send Message Later button, in which case a box will appear. Select a date from the calendar on which to send the message, and a designated time by pressing the clock button. When the schedule has been selected press the Add button and the Schedule button.
• Once the message has been sent you will be redirected to the Results page. Or from the messages menu in the top navigation menu click Past messages where you can:
  • Access and view the message by clicking the Document button under the Message column.
  • View message results by clicking the hyperlinked number in parentheses next to the green and blue People button in the View Results column.
  • Use the message as a draft to create a new message by clicking the Pad and Pencil button under the Use as Draft column.
  • If you have opted to receive Alert Delivery Reports expect an email providing a summary of the success of the message within 30 to 120 minutes after to message was sent.
• To opt to receive Alert Delivery Reports, from the Account menu in the top navigation bar click Account Details.
  • Click the Edit Account Details button.
  • Enter the email address into the Email Results To field that you desire to have the email results sent.
  • Click the Update button at the bottom of the screen to SAVE your preferences.
  • These are the results you will receive in an e-mail when you receive the Alert Delivery Report. 
    • Alert Name
    • Alert Type: Email
    • Date Sent
    • Emails Sent: 
    • Delivered
    • Bounced
    • Opened
    • Unopened
    • Clicked Thru
    • Spam Reported
    • Unsubscribed
  • There will be a totaled number in these categories: Emails Sent, Delivered, Bounced, Opened, Unopened, Clicked Thru, Spam Reported, Unsubscribed

Updated June 13, 2025 15:36