Find Email Voters, Record Delivery, and Email Ballots Manually

This topic is intended for counties that do not email ballots directly out of the Voter Focus system (that is, counties that do not use the Voter Focus Admin option Email Ballots Delivered through Deliver Ballots Program). It explains how to find voters who requested delivery of their ballots by email, how to record those ballots as Delivered, and how to manually email the ballots to the affected voters.

If you only need to email a single ballot to a late-requesting voter, do not use the procedure described here. Instead, see Email a Ballot to an Individual Voter for instructions.

Two Vote-By-Mail Flexible reports provide information on voters requesting ballot delivery by email:

It's a good idea to check these reports for anomalies such as missing email addresses, before you do an Email run. The run itself does not verify that voters who requested email delivery actually have an email address in their records.

The Unsent report shows voters to whom a ballot has not yet been delivered.

The delivery of ballots by email needs to be recorded in voter record before the ballots are actually sent.

  1. Ensure that the election you want is in focus.
  2. Go to Vote By Mail > Deliver Ballots.
  3. On the Deliver Ballots dialog, select Email in the Run Type box.
  4. In the Mailing Date field, enter the date that the ballots are scheduled to be emailed to voters. This date will appear on the Vote-By-Mail tab of voter records, so that workers will be able to advise voters who want to know when their ballots were sent out. Click OK.
  5. Select the ballot styles to be included in this print run.
  6. Click OK. Voter Focus generates an onscreen report of voters who have requested delivery by email. The report also lists any voters who requested email delivery but are ineligible to receive a ballot. Review the report carefully to verify it lists the voters to whom you intend to email ballots. If there are any errors, fix them and start again with step 1.
  7. Print the report and keep it for the actual delivery of the ballots, which is described in the procedure below.
  8. When you are certain that the list is accurate, click Update to change the status of the voters’ requests for this election from Absentee Ballot Requested to Delivered as of the date you specified in step 4.

Ballots delivered by email are numbered from a sequence over one million, to prevent the numbers from conflicting with those of paper ballots.

You will need an electronic copy of each ballot style so that you can attach the voter's ballot to their email message.

  1. Go to VOTER REGISTRATION > Voter Maintenance and retrieve the record for the first voter in the report section for email delivery.
  2. Go to the Vote-By-Mail tab and create an email message by holding down the Ctrl key on your keyboard and clicking the email address.
  3. In the list of requests on the voter's Vote-By-Mail tab, find the ballot style for this election. Then attach the matching electronic copy of the ballot to the email message.
  4. Complete the email message with your standard subject line and body text for emailed ballots.
  5. Send the email—with the attached ballot—to the voter.
  6. Repeat the process for the next voter.