Sending Mail - External Mail
If at least one recipient is an e-mail address, they can receive the Mail in one of two ways:
- The Mail will be sent automatically once you have marked it as Sent and saved it. This will be the case if you are using the Lock and Send E-Mail Automatically option in the Mail and Conference Settings setting. The Mail will also be locked.
- If you are not using the Lock and Send E-Mails Automatically option, select 'Send E-mail' from the Operations menu after you have saved the Mail. If you do not save changes to the Mail before you use this function, the most recently saved version of the Mail will be sent. The Mail will be sent even if you have not checked the Sent box, but it is recommended that you check this box, to remove the 'pencil' icon from the Mail in your Mailbox. The Mail will not be locked.
Once a Mail with an e-mail address has been sent, it will be placed in an E-mail Queue. This Queue is processed as follows:
- Multi-user
- Once you have activated the External Gateway as described here, it will check the E-mail Queue periodically. Any Mail in the Queue will be sent automatically.
- Single-user
- In a single-user system, you should send e-mail manually. To do this, bring the Master Control panel to the front and select 'Send and Receive E-Mail' from the Operations menu. Depending on how your computer has been configured, you may have to establish a connection to the internet first. All Mail in the Queue will then be sent, and any incoming mail will be downloaded from your POP3 account as well.
If you need to check the contents of the E-mail Queue, you can do so on the main server using the E-mail Queue register in the E-mail and Conferences module. Note that Mail is not removed from the Queue once it has been sent. The
'Delete E-Mail Queue' Maintenance function in the E-mail and Conferences module can be used to empty the Queue. This function will not remove Mail that has not been sent.
Attaching a Signature to External Mail
You can attach a Signature to every piece of external mail that you send. This is a short piece of text that will appear at the end of the Mail.
To enter your Signature, bring the Master Control panel to the front and select 'Open Signature' from the Operations menu. The following window opens:
Type in your Signature and click the [Save] button in the Button Bar to save it and close the window. You can return to your Signature at any time using the same route to change it.
Every Mailbox can have its own Signature. Administrators can examine and edit all the Signatures in the system using the Signatures setting in the E-mail and Conferences module.
Automatic Replies to External Mails
An automatic reply can be sent in response to every piece of external mail that you receive. This will most often be useful when you are out of the office and want to let your correspondents know when you will be returning.
To create an automatic reply, bring the Master Control panel to the front and select 'Open Auto Reply' from the Operations menu. The following window opens:
- Std. Text
- Paste Special
Standard Text register, CRM module
- Specify here the Code of a record in the Standard Text register in the CRM module. This record will contain the text that will be copied to the Text field below.
- Active
- Check this box when you want automatic replies to be sent in response to incoming external mail. For example, you should check this box when you leave the office, and remove the check when you return. Automatic replies will not be sent if this box is not checked.
- Subject
- Enter the short piece of text that is to appear in the Subject line of the automatic response Mail.
- Text
- Enter the main text of the automatic response Mail here. If you entered a Std. Text above, you can modify the default text as appropriate (e.g. to enter the dates when you will be away).
Click the [Save] button in the Button Bar to save the Auto Reply and close the window. You can return to your Auto Reply record at any time using the same route to change it.
Once you have entered an active Auto Reply record, an automatic reply will be sent in response to every piece of incoming external mail (up to a maximum of three for a particular e-mail address). You will not be able to see these automatic replies in your Mailbox, but the original incoming Mails will be there as usual. Automatic replies will not be sent to Cc addresses or to Internal Mail.
Every Mailbox can have its own Auto Reply record. Administrators can examine and edit all the Auto Reply records in the system using the Auto Replies setting in the E-mail and Conferences module.
