Composing an email isn’t rocket science, but we thought our users might appreciate a few reminders of some special features that the system includes.
To compose a new email from a specific folder, click on the Folder name and then on the New Email button at the top of the page. The email you send will be saved in that folder and assigned an ID number. Any responses associated with that email will be tracked using that ID number.
- Recipients: Enter a To address or click on the linked To to view the Address Book. Click on the Add Cc or Add Bcc buttons to add a copy or blind copy recipient to the email. Click on the linked labels to view the Address Book. To Reply To All emails (including To and Cc), mark the corresponding checkbox.
- Enter a Subject and Body: You can use a Standard Reply or enter custom text. Signatures defined in the Options area will automatically appear in the Body at the bottom of the message you are entering. If no signature has been defined in Options, the default signature entered by an administrator in Maintenance: User Administration will be used.
- Enter Time Spent: If applicable, you can enter the amount of time spent addressing the email.
- Send the Email: You can send the email by clicking on the Send button. The Send button simply sends the email and leaves it at the same status, unless you select an alternative from the pull down menu. The Send and Close button sends the email and changes the status to Closed. You can also assign a Category or move the email to a different folder by selecting from the appropriate drop down menu.
- Save Email as a Draft: Instead of sending it, enter the To email and a Subject as well as content for the body (as if you were actually sending an email). Click on Save Draft. Your message will be saved in the folder and identified with a green tag icon. To view the draft, click on the linked email. To edit the draft, click on the email title. Click on the Edit Draft button to update. You can elect to Save the draft again or Send the email.
NOTE: Attachments and their paths will not be saved in draft mode.
