Email central
     Email accounts
          How to add an email account
          How to edit an email account
          How to delete email account
     Sent messages
          How to send a sent message again
     Waiting messages
          How to edit/schedule a waiting message's send date
          How to edit a waiting message's content
          How to send a waiting message immediately
     How to delete an email message
     How to print an email message
How to create a new email message
     How to add recipients to the address fields
     How to add attachments
     Address field format
     How to send an email message immediately
     How to send an email message later
     How to save an email message for future editing
How to transfer an email message
Send waiting messages at login
Common email error messages

Email central    top

Two ways to open email central:

1. Click the toolbar icon -->
2. Click the menu "Email" then click "Email Central"

Email central allows you to manage all sent messages, waiting messages and email accounts. It also allows you to create new messages. Email central is only for sending messages. You cannot receive any new messages through email central

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Email accounts    top

You can setup as many email accounts as you would like. Each email account has its own set of sent and waiting messages. You can view the messages for a particular email account by selecting the email account from the email accounts combo box located near the top of email central.

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How to add  an email account    top

 To add an email account when email central is showing, click the menu "Accounts" then click "Add Account..."

Required and optional information needed to create an email account:

• Real Name (optional) - The name to associate with this email account. The real name will be the sender for all messages sent from this email account. Examples: John Doe, Jennifer Doe etc.
• Email Address (required) - All messages from this email account will be sent from the email address entered.
• SMTP Server (required) - The name of the outgoing mail server for this email account. If you do not know your SMTP Server your ISP or network administrator can provide this information for you. Example: smtp.domain.com
• Authentication (optional) - Some servers require you to log in before you can send an email message. If you do not know if your server requires authentication your ISP or network administrator can provide this information for you.

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How to edit an email account    top

To edit an email account when email central is showing, click the menu "Accounts" then click "Edit Account..."

When you edit an email account you can edit all information that you entered when you created the email account. If more than 1 email account exists, you will be asked to select the email account to edit.

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How to delete an email account    top

To delete an email account when email central is showing, click the menu "Accounts" then click "Delete Account..."

When you delete an email account you delete all sent and waiting messages associated with the email account. If more than 1 email account exists, you will be asked to select the email account(s) to delete. Multiple email accounts can be deleted at a time.

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Sent messages    top

Sent messages are messages that have been sent successfully. Sent messages can be deleted, printed or sent again.

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How to send a sent message again    top

Three ways to send a sent message again:

1. Click the toolbar icon -->
2. Click the menu "Message" then select "Send Again"
3. Right click the sent message(s) to send again and click "Send Again"

You will be notified if the email message(s) was sent successfully or if the email message(s) could not be sent.

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Waiting messages    top

Waiting messages are messages that are either scheduled to be sent later or are saved for future editing. Waiting messages can be deleted, printed or sent immediately. Also, the send date can be edited or scheduled and the content can be edited.

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How to edit/schedule a waiting message's send date    top

Three ways to edit/schedule the send date:

1. Click the toolbar icon -->
2. Click the menu "Message" then select "Edit/Schedule Send Date..."
3. Right click the waiting message to edit and click "Edit/Schedule Send Date..."

A waiting message may or may not have a send date depending on the action taken when the message was first created. If you scheduled the message to be sent later it will have a send date but if you saved the message for future editing it will not have a send date. The send date must be on or after the current date. If the current date is selected as the send date, the message will be sent immediately.

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How to edit a waiting message's content    top

Four ways to edit a waiting message's content:

1. Click the toolbar icon -->
2. Click the menu "Message" then select "Edit Content..."
3. Right click the waiting message to edit and click "Edit Content..."
4. Double click the waiting message to edit

A waiting message's content can be edited before it is sent. Only 1 waiting message's content can be edited at a time.

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How to send a waiting message immediately    top

Three ways to send a waiting message immediately:

1. Click the toolbar icon -->
2. Click the menu "Message" then select "Send Now"
3. Right click the waiting message(s) to send immediately and click "Send Now"

You will be notified if the email message(s) was sent successfully or if the email message(s) could not be sent.

Any waiting message can be sent immediately no matter what its send date is.

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How to delete an email message    top

Four ways to delete a sent message:

1. Click the toolbar icon -->
2. Click the menu "Message" then select "Delete"
3. Right click the email message(s) to delete and click "Delete"
4. Select the email message(s) to delete and press the "delete" key

When you delete a sent message it will be permanently removed from your system.

Any sent or waiting message can be deleted. The only exception is when a waiting message is in the process of being sent. There will be no confirmation when you delete an email message so be sure you really want to delete the selected email message. Multiple email messages can be deleted at a time.

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How to print an email message    top

Three ways to print an email message:

1. Click the toolbar icon -->
2. Click the menu "Message" then select "Print..."
3. Right click the email message(s) to print and click "Print..."

Any sent or waiting message can be printed. The only exception is when a waiting message is in the process of being sent. Below lists the options displayed on the Print Options dialog.
 

After selecting the print options click the "OK" button. A printer and platform dependent Print dialog will appear allowing you to select the printer to use, number of copies etc. Select your Print dialog's print button (may be labeled "Print" or "OK") to print the email message(s).

Click here to see an example of a printed email message.

Note: Email messages can be printed on letter size paper (8.5 x 11in) ONLY.

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How to create a new email message    top

Three ways to create a new email message through email central:

1. Click the toolbar icon -->
2. Click the menu "Message" then select "Create New Message"
3. Right click the message Panel and select "Create New Message"

Three ways to create a new email message through the main window:

1. Click the toolbar icon -->
2. Click the menu "Email" then select "Create New Message"
3. Click an email address for the Contact currently being displayed

Only 1 email message can be created at a time.

If you click an email address for the contact currently being displayed it will include that Contact's name and email address as part of the "To" field. If an email message is already being created, the current contact's name and email address will be added to the end of the "To" field.

Note: If the "Default Email Application" option is turned on and you click a contact's email address your default email application will open and the "To" field will contain the contact's email address.

Below is the list of parts that make up the email message.

• To Field - To recipients. The maximum allowed is 300.
• From - The email account this email message will be sent from. You can select from any of the email accounts you have created.
• Subject - The subject for this email message.
• Cc Field - Carbon copy recipients. The maximum allowed is 300.
• Bcc Field - Blind carbon copy recipients. The maximum allowed is 300.
• Attachments - Files you want to attach to this email message. The maximum allowed is 100. Multiple files can be selected at a time.
• Body - The body for this email message.

There is a checkbox located below the body area that, if selected, will deleted the email message from your system after it has been sent. By default this checkbox is not selected resulting in the email message being moved to the "Sent Messages Area" after it has been sent.

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How to add recipients to the address fields    top

There are 3 ways to add recipients to the address fields ("To", "Cc", "Bcc"). Below explains each way in detail.

1. Type in manually - You can enter recipients manually just as you would with any other email program. Be sure that the address fields follow the Address Field Format.
2. Select an email list - You can select 1 or multiple email lists to add to an address field. Click the address field button and select "Select Email List(s)...".This will display a dialog of all the email lists for the current user. Notice the dialog also allows you to view, edit, delete or create a new email list. For more information about email lists and how to manage them, click here. After selecting the email list(s) to add to the address field click the "Add to [address field name] Field List" button. This will close the dialog and add the email address from the selected email list(s) to the address field.
3. Select recipients - You can select recipients from address books to add to the address field just as you would when you create a new email list. Click the address field button and select "Select Recipients...". This will display the address field List Editor dialog that is similar to the dialog seen when creating a new email list. The address field List Editor dialog allows you to add and remove recipients from the address field. When you are done editing the address field recipients click the "Save Changes" button to update the address field. The recipients from the address field List Editor dialog will be added to the address field.

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How to add attachments    top

Three ways to add an attachment:

1. Click the toolbar icon -->
2. Right click the attachment list and select "Attach File(s)..."
3. Click the Message menu select "Attachments"  then select "Attach File(s)..."

The maximum number of attachments allowed per email message is 100. Multiple files can be selected at a time. You can remove an attachment from the attachment list by selecting the attachment(s) to remove and either right clicking the attachment list and selecting "Remove" or press the delete key. All attachments can be removed by right clicking the attachment list and selecting "Remove All".

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Address field format    top

The "To", "Cc" and "Bcc" all follow the same format. There are 2 rules these fields must follow.

• Rule 1. An email address accompanied by a name must be enclosed in brackets "[ ]". Example: John Doe [jdoe@home.com].
• Rule 2. Multiple email address must be separated by a comma. Example: jdoe@work.com, John Doe [jdoe@home.com], Jennifer Doe [jendoe@school.com]

Before an email message can be sent, scheduled to be sent later or saved all email addresses and address fields must be formatted correctly.

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How to send an email message immediately    top

Two ways to send an email message immediately:

1. Click the toolbar icon -->
2. Click the Message menu and select "Send Now"

By clicking the "Send Now" toolbar icon an immediate attempt will be made to send the email message. You will be notified if the email message was sent successfully or if the email message could not be sent.

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How to send and email message Later    top

Two ways to send an email message later:

1. Click the toolbar icon -->
2. Click the Message menu and select "Schedule to Send Later..."

When you click the "Send Later" toolbar icon you will be presented a dialog to select the date to send the email message. The send date must be on or after the current date. If the current date is selected as the send date, the message will be sent immediately.

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How to transfer an email message  top

Two ways to transfer an email message when creating a new email message:

1. Click the toolbar icon -->
2. Click the Message menu and select "Transfer"

Three ways to transfer an email message through email central:

1. Click the toolbar icon -->
2. Click the Message menu and select "Transfer"
3. Right click the email message to transfer and click "Transfer"

When you transfer an email message all of it's content (to, subject, cc, bcc, attachments and body) will be transferred to your default email application. Known supported email applications are Mozilla Thunderbird, Microsoft Outlook and Microsoft Outlook Express. Email applications other than these 3 will likely not work.

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How to save an email message for future editing    top

Two ways to save for future editing:

1. Click the toolbar icon -->
2. Click the Message menu and select "Save for Future Editing"

When you click the "Save for Future Editing" toolbar icon the email message will be saved so that you can edit it at a future time.

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Send waiting message at login    top

The User Preferences dialog allows you to choose how you want to handle waiting messages with a send date on or before the current date. You have 3 options.

Option 1. Ask at login if waiting messages with a send date on or before the current date should be sent.
Option 2. Automatically send waiting messages with a send date on or before the current date.
Option 3. I will send all waiting messages myself.

Option 3 is the default.

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Common email error messages    top

As long as the email account information is correct and you have access to the internet, you should have no problem sending email messages. If an email message can not be sent you will be shown a dialog with an explanation as to why the email message could not be sent. Below are the two most common Error messages.

AuthenticationFailedException - This indicates that either the authentication information filled in is incorrect or your server requires authentication but you didn't select the "My server required authentication" checkbox and provide the necessary authentication information.

MessagingException : Unknown SMTP host - This indicates that either the smtp server information is incorrect or you are not connected to the internet.

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