---
title: "Send Email to Parents, Employees, Vendors"
slug: "send-email-to-parents-employees-vendors"
updated: 2024-01-12T14:56:14Z
published: 2024-01-12T14:56:14Z
canonical: "www.procaresupport.com/send-email-to-parents-employees-vendors"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://www.procaresupport.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Send Email to Parents, Employees, Vendors

You may send emails to families, employees or vendors (with or without attachments) directly through Procare. [Embedded content](https://www.youtube.com/embed/TkzypGEepv4)

## Before You Begin

Before you send email through Procare you must [Set Up Email Options](/procare-desktop/docs/email-options).

## Getting There: Select Families, Employees, Vendors

The steps below are for emails sent to families, however the process is nearly identical when sending emails to employees or vendors.

1. **Optional**: Use the [Select Filter](/procare-desktop/docs/select-families-filter-accounts) to include only families to whom you wish to send this email, such as those with children in a certain classroom. You can select individuals from the filtered list before sending the email.  

See also: [Filter Employees, Filter Vendors](/procare-desktop/docs/filter-vendors)
2. From the main screen of Family Data & Accounting click *Functions > Family Data > Email Accounts*.

![image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Family+%26+Child+Information/Send+Email+to+Parents%2C+Employees%2C+Vendors/Send+Email+to+Parents%2C+Employees_122023_image+1.png)

**Note**: From Employee Data go to *Functions > Email Employees*. From Expenses & Ledger go to *Functions > Email Vendors*.

## Using Email Accounts

At the *Email Accounts* screen (or *Email Employees, Email Vendors*):

1. Enter a *Subject Line* for the email.
2. In the *Email Message* box type the actual text that will appear in the body of the email. If you are attaching a file it’s a good practice to mention it in the message like: “Attached please see the announcement for our Spring Carnival”.
3. To attach a file (optional), such as a newsletter, click the paper clip button and browse to the location of the file on your computer, such as a .pdf, word document, etc. **Note**: Only one item can be attached per email. **Hint**: You may need to choose *All files (.)* as the file type if you are attaching something other than a .pdf.

![image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Family+%26+Child+Information/Send+Email+to+Parents%2C+Employees%2C+Vendors/Send+Email+to+Parents%2C+Employees_122023_image+3.png)

1. Click *Next*.
2. Select the people to whom you wish to send this email. For families you may select the *Primary* and/or *Secondary Payers*. Check the box at the top of the column to select everyone in that column. **Note**: Names shown in pink/red either do not have an email address at all or the address is not in a valid format. These people cannot be selected.

![image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Family+%26+Child+Information/Send+Email+to+Parents%2C+Employees%2C+Vendors/Send+Email+to+Parents%2C+Employees_122023_image+4.png)

1. Select a [Log Sheet Type](/procare-desktop/docs/log-sheet-types) (optional) like “Letter Printed/Emailed” if you want a record of sending this email entered on the [Log Sheet](/procare-desktop/docs/log-sheet) of each account. **Note**: The contents of the email is not recorded in the log, just the fact that the email was sent.

![image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Family+%26+Child+Information/Send+Email+to+Parents%2C+Employees%2C+Vendors/Send+Email+to+Parents%2C+Employees_122023_image+5.png){height="" width=""} 7. Click **Send**

**Note 1**: A record of the message should appear in your email “Sent” folder. The message is sent as a Blind Carbon Copy (BCC) so people receiving the text cannot see anyone else to whom it was sent and just one email appears in your “Sent” folder. **Note 2**: If you are using Outlook, you may get a message that a program is trying to send email on your behalf. Be sure to answer Yes.

**Outlook Asks to Send Over & Over** You may find that Outlooks asks repeatedly for permission to send each individual email. This is a function of Outlook and is not controlled by Procare. However, you may choose to install a third party utility. See article [Advanced Settings for Outlook](/procare-desktop/docs/outlook-add-on-utility).