FAQ 310: How do I send an email to multiple patients?

[William]

This FAQ article explains how to [1] send an email to multiple patients using our Email Manager or [2] how to extract email addresses from your database so that you can send emails to multiple patients via another program or online service.

Using the ClinicOffice Email Manager

1. Go to the Patient Grid
2. Perform a search to display the patients to whom you want to send the email (or you can click the Show All Records button next to the Refresh button)
3. Select everyone by left-clicking on one record and then pressing the Ctrl and A keys on your keyboard together
4. Right-click on any of the highlighted records
5. Go to Patient/Contact -> Send Email
6. On the New Email window that appears tick the check box Send as Mailing  list (this is next to the From field)
7. You can now enter your subject and email contents
8. When you are happy with this please click the Send button

The above steps can also be applied to any other patient-based grids and even grids such as the appointment or invoice grids.

Please note that to use the Email Manager you must have first purchased the Email Module. Please see our pricing page for more information or call our sales team on 01205 205500.

Using a Different Email Program or Email Service

1. Go to the Patient Grid
2. Perform a search to display the patients to whom you want to send the email (or you can click the Show All Records button next to the Refresh button)
3. Press CTRL and A on your keyboard to select all the patient records on screen (alternatively you can use SHIFT-click to select a range of patients or CTRL-click to select individual patients)
4. Right-click on any selected patient record in the grid, choose Patient/Contact ->  Extract Emails
5. You can now select the format for how the emails should be extracted (i.e. comma-separated, on separate lines etc.). Click OK once you’re ready to proceed.
6. A notepad window will now come up with all the extracted emails. You can now copy and paste all the email addresses into your other program or email service.

(Note: If you’re going to use an alternate email program, rather than pasting the addresses into the To field, you might want to paste them into the BCC field. This stands for Blind Carbon Copy which means that the recipients won’t see a long list of addresses when they receive the email.)

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