Home > Sharing data > Saving, importing, and exporting data > Sending email messages based on record data > Sending one email message

Sending one email message

You can use FileMaker Pro to send email to one or more recipients. To specify email addresses, subjects, and messages, you can type text, use data from fields in the current record, or use calculations. In addition, you can gather multiple addresses from a field or calculation across all the records in the current found set.

To send one email message:

1.	Find the record with the data you want to use in your email.

For more information, see Finding records.

2.	Choose File menu > Send > Mail.

The Send Mail dialog box appears.

3.	For Send via, choose how you want to send the email.

•	To send using an email application such as Microsoft Outlook (Windows) or Entourage (Mac OS), accept the default, E-mail Client.

•	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.

4.	For Create, click One email using data from the current record.

5.	Do one of the following to enter email addresses in the To, CC, and BCC boxes:

 

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 Windows address book	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 For each message, 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.)

Note  If you have typed email addresses into the To, CC, and BCC boxes and your found set contains multiple records, enabling the For each message, collect addresses across found set option will send recipients one email for each record in the found set.

7.	Do one of the following to fill in the Subject and Message boxes:

 

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.
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.

8.	Click Attach File if you want to select a file to send as an attachment to the email.

Note  When using SMTP mail with Instant Web Publishing, you must specify the absolute path (for example, filewin for Windows or filemac for the Max OS) for any attached files. For FileMaker  Server, place file attachments in the ../FileMaker Server/Data/Documents folder. For information about file paths, see Creating file paths.

9.

Click OK.

Generated email messages are sent using your default email method.