EMAIL OVER WINLINK - STARTING WITH TELNET

Winlink is one of the programs/modes used by ERC for sending email in a disaster situation - was originally called "Windows Link" when it was first started. 

Winlink can  send email over the internet (called Telnet), over HF and FM (called VARA HF, or VARA FM).   

Winlink wasn’t made by a single company — it’s the product of a volunteer-driven group called the Winlink Development Team, coordinated under the non-profit Amateur Radio Safety Foundation, Inc. (ARSFI).

Here’s the breakdown:

📜 Origins

  • Mid-1990s: Started by Victor Poor, W5SMM, along with several other amateur radio operators.

  • It was originally developed to provide email over HF radio for mariners, remote travelers, and disaster relief groups.

👥 Who runs it now

  • Winlink Development Team (WDT): A volunteer team of programmers and system operators who maintain the code, servers, and network.

  • Amateur Radio Safety Foundation, Inc. (ARSFI): A US-based non-profit that supports Winlink financially and legally, ensuring it remains available for amateur radio, mariners, MARS (Military Auxiliary Radio System), SHARES (federal government emergency network), and disaster-response groups.

🛠️ How it’s maintained

  • All development is volunteer, but coordinated globally.

  • Software like Winlink Express is distributed free (with donations encouraged).

  • The backbone servers are maintained by ARSFI with donations and grants

For this training:
 

We are just going to get you set up with Winlink using Telnet (the internet) -  this way you can start checking in on the church's nets using Winlink while you work towards getting set up on HF. 

Here’s a step-by-step guide for downloading and setting up Winlink Express with Telnet (using only internet, does not use HF/FM):

1. Download Winlink Express

  1. Go to the official site: https://winlink.org.

  2. Click “Winlink Express” under Software.

  3. Download the latest installer .zip file.

  4. Extract the .zip.

  5. Run the installer .exe.

  6. Follow prompts → install on Windows (Winlink Express is Windows-only).

2. First-time setup

  1. Open Winlink Express.

  2. You’ll be asked to register:

    • Enter your callsign (must be valid FCC / amateur license callsign).

    • Fill in your name, address, grid square, etc. (You can find your gridsquare here and enter in your zip code where it says "search location" and it will give you your Maidenhead Gridsquare Location)

    • You can run unregistered (demo) for a while, but it's recommended that you register if you’ll use it regularly - particularly when you get going on HF - the free version operates a lot slower - the paid version (costs $24, one time fee (either click when it prompts you to register or go to the links below). 

3. Configure Telnet

  1. At top menu → click “Open Session”.

  2. From the dropdown, select “Telnet Winlink”.

  3. A new session window opens.

  4. Settings → leave defaults unless you need a proxy.

  • Host: server.winlink.org

  • Port: 8772

  • Connection type: Telnet

  1. Save settings.

4. Test sending/receiving

  1. In main Winlink Express window, click Message → New Message.

  2. Create a message:

  • To: your own callsign (or another valid Winlink address) (any ERC membeers)

  • Fill in Subject + body text.

  • Click Post to Outbox.

  1. Go back to the Telnet session window.

  2. Click Start.

  3. Winlink will connect via the internet to the Common Message Servers (CMS).

  4. It will send your outbox message and download any waiting messages.

5. Notes / Tips

  • Telnet requires internet access; it doesn’t test your radio setup.

  • Use Telnet to practice composing, posting, and retrieving messages before going HF/VHF.

  • Once comfortable, switch the session type from Telnet Winlink to VARA-HF, ARDOP, or Packet to use over the air.

Here’s how to request / register a Winlink Express registration key (and how to apply it) — with some caveats and things to watch out for.

Steps to request / purchase a registration key - recommended when you start using HF or FM ($24, lifetime key for you) - allows you to use the full-speed version on HF/FM.

  1. Go to the Winlink Express Registration page run by ARSFI (Amateur Radio Safety Foundation) — the official body that issues keys. (ArsFi)

  2. On that page, fill in:

    • Your name

    • Your callsign(s) (one per line)

    • Your email address (where the key will be sent) (ArsFi)

  3. Click “Register Using PayPal” button. That takes you to PayPal’s secure payment page where you can pay via PayPal or credit card. (ArsFi)

  4. After payment, you should immediately receive your registration key via the email address you provided. It will also appear on your Winlink account page at winlink.org under “Registration Keys.” (ArsFi)

  5. If payment or email delivery fails, there is an alternative: send a check or money order to the ARSFI Secretary. Include your callsign and email address. (ArsFi)

  6. For requests of more than 17 callsigns (bulk registration), contact ARSFI directly (there is special pricing) (ArsFi)

How to apply / enter the registration key in Winlink Express

Once you have the key, do this:

  1. Launch Winlink Express.

  2. In the menu, go to Settings → Winlink Express Setup (or sometimes Settings → Setup).

  3. In the setup dialog, there should be a field for “Registration Key” (or similar). Paste or enter your key there.

  4. Click Update (or OK) to save.

  5. Once correctly entered, the nag / reminder screen about registering should no longer appear.

  6. Double-check that the callsign in your Winlink setup matches the one you registered (if you register wrong callsign, the key might not apply).

  7. If you still see prompts, re-open the registration key field and ensure no typos, extra spaces, or mismatched case were inserted. Some users report that even after getting the key they still get reminders because the key was entered incorrectly.

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