Winlink Express: Email When the Internet Is Down

Winlink is ham radio's email system — it sends and receives standard email messages over radio when the internet is unavailable. During disasters that destroy cell towers and fiber connections, Winlink-equipped ham operators maintain email communication for emergency management, hospitals, shelters, and individuals. It's not theoretical — Winlink was critical during Hurricanes Maria, Michael, and Dorian, as well as numerous wildfire and earthquake events.

I maintain a Winlink-capable station and have participated in two real activations. The system works, but you need to set it up and practice BEFORE the emergency.

What Winlink Does

The Concept

Winlink bridges ham radio and the internet email system:

Normal path: Your computer → Internet → Email server → Recipient

Winlink path: Your computer → Winlink Express software → Radio → RF → Gateway station → Internet → Email server → Recipient

The radio link replaces the internet portion. Messages go from your computer over radio to a Winlink gateway station (which HAS internet), then forward to standard email addresses.

Also works radio-to-radio: If recipient is also a Winlink user on radio, messages route entirely over RF (peer-to-peer mode).

What You Can Send

• Standard email messages (text)
• Small attachments (images, documents — compressed)
• ICS forms (standard emergency management forms)
• Position reports
• Weather data
• Check-in/welfare messages

Limitations:

• Bandwidth is limited (radio is SLOW compared to internet)
• Message size limits: 120KB on HF, larger on VHF
• Attachments should be small (compress images heavily)
• Not real-time chat (store-and-forward)

Setup

What You Need

Software (free):

• Winlink Express (Windows) — primary client
• Pat (Linux/Mac/Windows) — alternative open-source client

Hardware:

• HF or VHF radio with data capability
• Sound card interface OR radio with built-in USB audio
• Computer (Windows for Winlink Express, any OS for Pat)

Modem/mode:

• VARA HF (recommended for HF — fastest free ham mode): Free version available, full version $69
• VARA FM (for VHF connections): Free version available
• Pactor (premium, fastest, expensive modem ~$1000+)
• Packet (AX.25, legacy 1200 baud — slow but works on VHF)

Installation Steps (Winlink Express + VARA HF)

1. Download Winlink Express from winlink.org
2. Install and register with your callsign
3. Download VARA HF from rosmodem.wordpress.com
4. Install VARA (free version = 175 bps max, paid = faster)
5. Configure audio: Set VARA to use your radio's USB audio device
6. Configure CAT: Set radio control (COM port, baud rate)
7. Test telnet first: Connect to CMS (Central Message Server) via internet to verify email works
8. Test radio connection: Find local VARA gateway frequency, connect over RF

Radio Configuration

For VARA HF (SSB mode):

• Set radio to USB (Upper Sideband)
• Disable speech processor/compression
• Set audio levels per VARA tuning guide
• Disable AGC or set to slow
• 12V connection recommended (no power interruption during transfer)

For VARA FM (FM mode on VHF):

• Set radio to FM on gateway frequency
• Audio levels critical (set per VARA FM guide)
• 9600-baud data port preferred if available

Connection Methods

HF (VARA HF) — Longest Range

How it works:

• Tune to a VARA HF gateway frequency
• Software connects, handshakes, transfers messages
• Range: continental to worldwide (ionospheric propagation)
• Speed: 100-2000 bps (depending on conditions and VARA version)
• Connection time: 1-10 minutes for a typical short message

Gateway frequencies: Listed in Winlink Express channel selector (auto-updated)

• Many gateways across HF bands (40m, 30m, 20m, 17m, etc.)
• Choose band appropriate for time of day/propagation

VHF (VARA FM or Packet) — Local/Regional

How it works:

• Connect to local VHF Winlink gateway (typically 2m)
• FM mode, faster data rate than HF
• Range: line-of-sight to gateway (10-50 miles typical)
• Speed: faster than HF (up to 25,000 bps with VARA FM)
• More reliable connection (FM, no fading)

Finding VHF gateways: Winlink gateway map (winlink.org/RMSChannels) shows all gateways by location.

Telnet (Internet — For Practice)

How it works:

• Connects to Winlink CMS directly over internet
• Same email functionality but no radio needed
• Use for: testing your setup, practicing forms, checking email when radio isn't needed

Important: Telnet mode is for practice/routine use. Radio mode is for when internet is down.

Peer-to-Peer (Radio-to-Radio)

How it works:

• Two Winlink stations connect directly (no gateway needed)
• Message stays entirely on radio (never touches internet)
• Both stations must be on frequency at same time
• Useful when NO gateway is reachable

Practical Emergency Use

Health and Welfare Messages

During disaster: people need to tell family they're alive. Winlink enables:

• Compose short text message: "We are safe. House damaged but livable. Need nothing. Love, John"
• Send to family member's email address
• Family receives standard email (don't need ham radio)
• Reply comes back to operator's Winlink inbox (retrieved on next connection)

ICS/Emergency Forms

Winlink includes standard emergency management forms:

• ICS-213 (General Message)
• ICS-214 (Activity Log)
• Patient tracking forms
• Shelter status forms
• Resource request forms

These forms are structured data — easy for emergency management to process and route.

Hospital Communication

When hospital internet/phones fail:

• Patient status reports to emergency operations center
• Supply requests
• Staff coordination
• Many hospitals have Winlink capability in their emergency plans

Operating Procedures

Connecting to a Gateway

1. Open Winlink Express
2. Select session type (VARA HF, VARA FM, Packet)
3. Choose gateway from channel list (or enter manually)
4. Click "Start" to initiate connection
5. Software handles: calling, handshake, authentication, message transfer
6. Messages download from server and upload from outbox
7. Connection closes automatically when complete

Best Practices

Keep messages SHORT:

• HF bandwidth is precious
• Other stations are waiting to connect
• Say what needs saying in minimum words
• Compress attachments aggressively (or avoid them on HF)

Check in regularly during exercises:

• Monthly Winlink Wednesday exercises
• ARES/RACES drills using Winlink
• Practice maintains familiarity and tests equipment

Have templates ready:

• Pre-written welfare message templates
• Common ICS forms pre-filled with static info
• Address book with critical contacts
• Ready to send within minutes of deployment

Running a Gateway

Providing Service

Running a Winlink gateway serves your community:

• Provides RF access point for local operators
• Extends Winlink coverage in your area
• Operates 24/7 (automated)

Requirements

• Dedicated radio (2m FM for VHF gateway, or HF for HF gateway)
• Antenna (good coverage area)
• Computer running gateway software (RMS Express/RMS Packet/RMS Relay)
• Internet connection (gateway bridges RF to internet)
• Reliability (UPS for power outages, auto-restart)

VHF Gateway (Most Needed)

• 2m FM radio dedicated to Winlink
• Frequency coordinated (check with local frequency coordinator)
• Good antenna at height (coverage area)
• Computer with VARA FM or packet TNC
• 24/7 operation

Exercise and Practice

Winlink Wednesday

Informal weekly exercise:

• Send a Winlink message via radio every Wednesday
• Confirms your station works
• Maintains familiarity with software
• Tests gateway availability in your area

SET (Simulated Emergency Test)

Annual ARRL exercise:

• Realistic emergency scenario
• Winlink message handling included
• Practice forms and traffic handling
• Identify weaknesses before real emergency

Personal Drill

Monthly:

1. Power on radio, connect to Winlink gateway via RF
2. Send test message to yourself or partner
3. Verify receipt
4. Practice with one ICS form
5. Total time: 15 minutes
6. Confirms everything still works

Comparison of Data Modes

Recommendation: VARA HF (paid version, $69) for HF + VARA FM for VHF. Best value for capability.

The Reality Check

Winlink isn't fast. It's not streaming video or sending large files. A typical text email takes 1-3 minutes to transfer on HF. But when there's NO other way to communicate — when cell towers are destroyed, landlines are cut, and internet fiber is severed — a 3-minute email is infinitely better than zero communication.

Set it up. Practice monthly. Be ready when your community needs it.