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About the Email Distribution window

Changing the email server setup when emailing directly

Changing the email server setup when scheduling delivery

Including attachments when you email forms

Emailing reports to clients, vendors, and employees

You use the Email Distribution window to email reports to clients, vendors, and employees.

Tips:

  • When you email certain forms to a single job, client, or vendor from report-printing windows, you can attach selected supporting documents that you previously saved to the record you are emailing. To find out which forms support emailing additional attachments from records, see Forms that support emailed attachments.
  • You can email statements for clients and jobs providing the client or job record has a statement email address. For more information, see Emailing statements to clients.

To email a report to a client, a vendor, or an employee:

  1. From any Report Printing window, do one of the following:

    • From the File menu, click Email.
    • From the toolbar, click the email icon.

  2. In the Email Distribution window, in the Subject box, type the email subject line.

  3. In the Email Message box, type a message.

    Note: Alphanumeric text and characters can be entered into the Email Message text box. You can paste text into the text box from other sources.

  4. Select the contacts to whom you want to email the report:

    1. Expand the Clients, Vendors, or Employees folders to list each available contact.

    2. Expand each contact folder.

    3. Select each desired recipient from the contact folder.

      A red check mark appears when a recipient is selected.

  5. In the Send email to these additional contacts box, enter additional email addresses separated by semi-colons. For example, john_doe1234@john_doe.com; jane_doe5678@john_doe.com, and so on.

  6. Under Email Options, as needed:

    • Select Send a copy to my inbox (includes a list of recipients)

    • Select Request a read receipt for this message

    • Select an Importance option.

  7. Do one of the following:

    • If you do not need to edit the Email from setting, click [Send Now].

    • If you need to edit the Email from setting, click [Email Settings].

  8. On the Email Settings window, do one of the following:

    • Select the Send email using Microsoft Outlook option, and then, in the Email Address box, enter the email address.

    • Select the Send email using the company's default SMTP connection option.

      Note: You set up the mail server using the Email/Fax Configuration tab in the 7-1 Company Information window. (Learn how to enter company information)If you have not set up an email server, the Mail Server field is blank. If you have set up an email server, the IP address is shown here, but is not editable.

      1. In the Email Address box, enter the email address.
      2. In the Password box, enter the password.

    • Select the Send email using this alternate SMTP connection option.

      1. In the Server Name text box, type the email server name.
      2. In the Port # box, type the mail server port number.
      3. In the Email Address box, enter the email address.
      4. In the Password box, enter the password.

  9. Click [OK].

  10. Click [Send Now].

    A message displaying Report Distribution Progress appears.