To start an email message to a Volunteer or Supervisor, open the appropriate record in the Reporter in either Volunteers, Stations or Jobs.
Click on Edit | Start Email Message from the top menu or click on the Email button on the toolbar. Your email program will start with a new message addressed to the email address that is showing on the screen.
You can send an email to a group of volunteers [or stations, or jobs] all at one time by going through the Reports menu | Volunteer Reports | Email Messages.
You could select a filter to limit which records to include, but if you want to send to all records which have email addresses, leave the filter at All Records and then click on Count. After getting a count of the records with email addresses, click on Prepare.
The Reporter will automatically copy all of the email addresses into the Windows clipboard. This is the same clipboard shared by all programs to copy and paste anything. The Reporter will then start your email program and wait for you to Paste the addresses into the TO field. But don't paste them there—most people put their own address there. You must put a valid address into the TO: field.
You should paste the addresses into the BCC field (blind carbon copy) instead of the TO field. By doing so, you protect each recipient's privacy by not displaying all of the other addresses at the top of their email.
Not all email programs normally show the BCC field. Clicking the CC field is one way to get to the BCC field. Then click in BCC to put the focus there and press Ctrl-v to paste.
In Outlook Express, click on View | All Headers in order to use the BCC field.
Outlook Express method to unhide BCC field - Click on All Headers so that it's checked
In Outlook 2003, you may be able to find the BCC field from an icon or Options... button.
Outlook 2003 method to unhide BCC field
In Outlook 2007, which is commonly used for Windows7 and Vista, you may have to find the BCC field from the Options menu, which looks like a tab when you click on it.
Vista Outlook method to unhide BCC field
Another tutorial on using Email Messages with Webmail e.g., AOL, Gmail, Hotmail, etc., shows that it is just about as easy to paste the email addresses on the clipboard from the Reporter into the webmail BCC field.
An easy way to work with those broken email addresses is to open Notepad and paste them there and then split the addresses into smaller groups. [Do not use Word because of hidden codes.]
If sending the email is thwarted by an email address with the wrong syntax, you can search on it within the Notepad block of emails. Press Ctrl-F on the keyboard and type the known part of the email address into the find field. You may have to click Next if it's a common domain until you find the broken address.