Send email to all addresses in a report

You can create a list of mailto email links using a Quickbase report. This article covers how to send emails to all addresses in a report, limitations you may run into, and how to create email fields from user fields. 

Send email to email addresses in a report

1. Create or display the report that includes all the email addresses you want to contact.

2. Select the envelope icon at the bottom of the Email Address column in the report.
   Quickbase launches your email program (Microsoft Outlook, for example) and generates a new message to all the email addresses in that column.

   If you don't see this icon at the bottom of the report, you'll need to configure the field to display it. (See Set up an email field's properties to display the email icon)

Possible limitations and work around

You may run into two limitations:

1. You have too many email addresses in your report
2. The format Quickbase uses to generate the email addresses doesn't work with your email program

Limitation 1—Too many email addresses in your report

The envelope icon is a mailto link. Depending upon which browser you're using, there's probably a limit on how many email addresses a mailto link can handle.

• For example, Internet Explorer does not pass more than 100 email addresses at a time.

This limitation is not controlled by Quickbase, but by your browser and email program.

If you run into this limit, try exporting the list of addresses to a .csv file and pasting them into your email program. You can also consider setting up a more automated workflow using Pipelines. 

Limitation 2—Format of email addresses doesn't work with your email program

Quickbase generates email addresses in the format used by Microsoft Outlook. This format works with most email programs, but there's a chance that it may not work with yours.

If you run into this limitation with your software, try exporting the list of addresses to a .csv file and pasting them into your email program.

Set up an email field's properties to display the email icon

If you don't already have an Email Address field in your table, create one. Then follow these steps:

1. Open the table you want to customize from the sidebar. Select Settings in the table card in the page bar, and then select Fields.
   

2. Click the name of the field to open its properties page.

3. Make sure that this field is of type Email Address. If it's not, complete the following steps:

   1. Click the Change Type link to the right of the field type, then set the type to Email address.

   2. In the Email field options section, select the Email all checkbox.

4. Click Save.

Use this feature to send an email to users in a User field

If your table has a regular User field but no Email Address field, you can still use this feature.

1. Create a new field and make its type Formula - Email address.

2. Click the name of the field to edit its properties.

3. In the formula field, type in the formula usertoemail([customer]).

   This formula tells Quickbase to replace the user in the Customer field with the user's email address.

4. Replace "customer" with the name of your User field. You must use a regular User field. You cannot use a List - User field here.

5. Use the procedure detailed above to email the set of addresses in your new formula field.

Related topics:

• Create a new report from scratch

• Create a new report

• Edit a report

• Copy a report to use as the basis for a new report

• Deleting a report