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Create New Email Templates

Last modified 12:19, 18 Jan 2013

Overview

The Email Template option within the Find Contacts and Find Clients windows allows you to add and configure email templates so that you can send out bulk emails.

To Create a New Template

Click on the Email Templates option. This can be found on the Find Contacts, Find Clients and within a selected Contact/Client window. Clicking on this option launches the Email Template window in a separate tab. This window displays a list of all the saved email templates. From this window, you can also copy, rename and delete templates.

Click on the Create option to set up an email template from scratch.

Template Name

The Template Name is a mandatory field which needs to be inserted. If this field is left blank, the following warning message will be displayed when the template is being saved:

File:email/email/010_Email+Marketing/010_Email+Templates/image003.jpg

The Template Name field is used to identify the template as shown in the following screenshot:

TemplateNames.png

You can create multiple templates which appear in the Email Templates window as shown in the screenshot above. All the templates that have been created are made available for selection when you want to create and send out an email to a list of contacts or clients.

Email Subject

The subject field is not a mandatory field.  If this field is left blank, all emails that are sent out will have a blank Subject. It is therefore recommended that when creating a template, this field is inserted.

Send On Behalf Of

This option allows you to send emails on behalf of another person. In this field, you will need to insert the email address of the person that you want the emails to come from. When the recipient receives the email, it appears to be sent by the person who has been setup as the individual in the Send on Behalf of field.

In order for this option to work, there are permissions that need to be setup in Microsoft® Outlook® which enables someone to send emails on behalf of another person. For further information on permissions see Setting up Permissions for Send on Behalf in Outlook.

If the permission has not been setup in MS Outlook to enable users to send emails on behalf of others, when an email merge is sent out to a list of contacts and clients, the person sending out the email will receive an undeliverable email message notification – as shown in the screenshot below:

File:email/email/010_Email+Marketing/010_Email+Templates/image005.jpg

Reply To

In the Reply To field, you can specify an email address for all replies to go to. When the recipient receives an email and clicks on the Reply File:email/email/010_Email+Marketing/010_Email+Templates/image006.jpg option within the email, instead of the email being replied to the sender, it will be replied to the email address provided in this field.

Attach File

There is an option available to enable you to attach files to the email template on creation or editing.  All the attachments will be copied to the email that is sent out to the selected list of contacts and clients.

Attach Reports

There is an option available to enable you to attach a Report to the email template on creation or editing. 

Select Attach Report from the Message Ribbon, the following Select Report box is returned.  Search for the required report using the search box, select the report from the list and then click the OK button to attach the specific report.

AttachReports.png

The Email Templates list screen displays the title of the selected attached report.
 

Note:Only one report can be attached per template.

Merge Fields

The Data tab presents you with three Merge options Central, Smart Reports and Tax Explorer.  Each provides a list of merge fields that can be added into an email that is sent out to the selected list of contacts and clients.  Double click the relevant field to add into the body of the email.

This list also displays all contact related extra fields which you can use in a template.

Central:

The standard list of merge fields available within Central are displayed within the Standard option Standard.png on the Task Bar. Example standard data includes: Contact Name, Address, Partners Name and Contact , and Client Extra Fields.

CentralMergeFields.png

Smart Reports:

Clicking the Smart Reports icon opens the 'Select Report' window to enable the user to select a saved report.  Once a report has been selected, the report is displayed within the MergeFieldSourceHeading.png section.

To display the merge fields from the selected Smart Report, select the From Smart Reports option FromSmartReports.png found on the Task Bar at the bottom of the Standard Fields. 

FromSmartReportsLocation.png

Click the From Smart Reports heading to list all the applicable fields available for selection.  The Smart Report fields displayed are dependant on what Smart Report layout was originally selected.

Tax Explorer:

Clicking the Tax Explorer icon opens the 'Select Tax Explorer' window to enable the user to select a saved report.  Once a report has been selected, the report is displayed within the MergeFieldSourceHeading.png section.

To display the merge fields from the selected Tax Explorer report, select the From Tax Explorer option FromTaxExplorer.png found on the Task Bar at the bottom of the Standard Fields. 

FromTaxExplorerLocation.png

Click the From Tax Explorer heading to list all the applicable fields available for selection.  The Tax Explorer fields displayed are dependant on what Tax Explorer layout was originally selected.

Note:  The Tax Explorer option is only available if the detected Personal Tax version is 2013.1 or above.

Editing Merge Fields Source:

To edit a previously selected report layout (where the report is displayed within the Merge Fields Source description).  Click on either the Central, Smart Reports or Tax Explorer icons depending on which selection you want to make.

Note:  Only one report can be selected per template.

Request a Delivery Receipt

This check box option is used when the sender of the email wants to be notified when the email has been received by the list of contacts and clients it was sent to.

When this option is ticked, the sender will receive multiple emails depending on the number of recipients the email has been sent out to. These emails are sent from the recipient’s mail server – see example below:

File:email/email/010_Email+Marketing/010_Email+Templates/image008.jpg

Request a Read Receipt

This check box option is used when the sender of the email wants a notification when the email has been read by the recipient. If this option is ticked, the recipient will receive the following message when they open the email.

File:email/email/010_Email+Marketing/010_Email+Templates/image009.jpg

The recipient has the choice to send a receipt or ignore it. If the recipient clicks on the No option, the sender will not be notified that the email message has been read.

If the recipient clicks on Yes, then the sender will receive a notification similar to the example below:

File:email/email/010_Email+Marketing/010_Email+Templates/image010.jpg

Importance

By default, the Importance field on a template is set to ‘Normal’. Changing this to ‘Low’ importance will result in emails sent using this template being tagged with a blue arrow. Changing this field to ‘High’ will tag the emails with a red exclamation mark – as shown in the screenshot below:

File:email/email/010_Email+Marketing/010_Email+Templates/image011.jpg

Insert Hyperlink

A hyperlink can be inserted in a template by clicking on the Insert Hyperlink option on the Task Bar. This displays the Hyperlink dialog:

File:email/email/010_Email+Marketing/010_Email+Templates/image012.jpg

To insert a hyperlink, you will need to type in a name of the website (URL). Click on the OK button to insert this URL into the template. When a recipient receives the email with a hyperlink in it, they will be able to launch the hyperlink directly from the email.

Insert Tracked Hyperlink

If you want to track if the recipient of your email has clicked on a particular link on the email, there is an option within the template to create a tracked hyperlink.

To insert a tracked hyperlink click on the Insert Tracked Hyperlink option TrackedHyperlink.png on the Format Text tab.  The following dialog box is returned:

File:email/email/010_Email+Marketing/010_Email+Templates/image014.jpg

The URL link that you want to track will need to be inserted in the URL field. The Description field is where you will type in a description that you would want the recipient of the email to see and click on (see the example above).

For more information on tracking emails, please refer to the Email Tracking section.

Insert Picture

Click the Insert Picture option InsertPicture.png on the Format Text tab to insert pictures into the template. The Picture dialog appears:

File:email/email/010_Email+Marketing/010_Email+Templates/image015.jpg

To select an image, click the Browse button next to the Picture Source field. You will be able to browse and select image files (gif, jpeg, bmp).

In the Alternate Text field, you can type in a description which will be used as a tool tip when you hover over the picture in the email that is sent.

The Layout and Spacing sections within the Picture dialog allows you to set borders, alignment and spacing for the picture being inserted.

Once inserted, click on the picture to select, then to resize select the corner boxes and drag to the desired size.

Saving a Template

To save a template, you will need to click on the Save button on the Email Template creation window. The Template Name is a mandatory field that needs to be inserted before a template can be saved. If this field is left blank, the application will display a warning message as shown below:

File:email/email/010_Email+Marketing/010_Email+Templates/image003.jpg

All other fields within this window are not mandatory. However if the Email Subject field is not inserted, all emails that are sent out will have a blank subject when it is delivered to the selected contacts.

After clicking on the Save button, you will be taken back to the Email Templates window where all the saved templates are shown.

Related

Permissions for Send on Behalf in Outlook
This article is written exclusively for delegate (delegate: Someone granted permission to open another person's folders, create items, and respond to requests for that person. The person granting delegate permission determines the folders the delegate can access and the changes the delegate can make.) access to email messages and does not cover other delegate access scenarios, including Calendars and Tasks.
Edit a Template
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