Manage E-mail - Memo Tab

Font Face

Font Size

The Font Face drop list contains all the fonts that can be applied to the selected text within the Memo. This will depend on the fonts loaded on your client system. Use to select the font.

The Font Size drop list contains all font sizes that may be applied to the selected text within the Memo. Since the Memo contains HTML, there are only 7 font sizes available, numbered 1 through 7 (with 1 being the smallest and 7 being the largest).

The Face and Size information will reflect the currently selected text (or the text wherein the cursor is situated). Changing either the Size or Face will change the selected text.

Clicking this button opens a standard Windows Color dialog allowing you to choose a color to be applied to the selected text within the Memo. For more information on using the Color dialog, please see the documentation that came with your Windows Operating System.

Clicking the B applies a bold face to the selected text within the Memo.

Clicking the U applies an underline to the selected text within the Memo.

Clicking I applies an italicized face to the selected text within the Memo.

These buttons affect how the text is justified.

The first button (left justified) lines up selected text on the left side of the Memo.

The second button (center justified) centers selected text in the Memo.

The third button (right justified) lines up selected text on the right side of the Memo.

The first button converts the selected text within the Memo to a bulleted list:

• Example 1

• Example 2

The second button converts the selected text within the Memo to a numbered list:

1. Example 1

2. Example 2

These buttons affect the indentation of the text.

The first button indents the selected text to the left (also called an "outdent"). For example:

This text becomes...

This text.

The second button indents the selected text to the right. For example:

This text becomes...

This text.

This button inserts a data field at the current cursor position within the Memo.

A popup menu allows you to select a data field (current date, SSR name, SSR branch, recipient email, recipient name, recipient address, and recipient phone).

NOTE: The actual text displayed in the Memo does not reflect the data field. In other words, current date will not show an actual date. Instead, it is a pneumonic tag that will be replaced by data corresponding to the recipient and/or email record. Therefore, when the actual email is send, it will show the current date for the day it was sent.

Allows you to insert a picture at the current cursor position within the Memo.

The following window displays:

The Picture Source field is where you enter the URL address of the graphic you are inserting into the memo (if the memo is being sent outside your company) OR the location of the file on a networked drive (if the memo is being sent inside your company).

NOTE: There are actually three different ways to insert a picture into your memo. If you are sending an E-mail "in-house", you can simply insert a picture housed on a network drive (by using the Browse button). However, if you are sending an E-mail to someone outside of your network, the picture will need to be publicly accessible. You can do this three ways. The easiest way is to simply type the URL address of the picture into the Picture Source field (for example, http:\\www.acme.com\pics\logo.gif). Another easy way is to go to the URL page that contains the picture, right click on it and select Properties. Copy the information in the Address field (on the Properties window) and paste it into the Picture Source field (in the Picture window). This causes the graphic to display in your memo. The other option is simply to go to the URL page that contains the picture, click on the picture, press CTRL-C (to copy), put the cursor in your Memo where you want the picture to appear, and press CTRL-V (to paste). This puts the address of the picture in your memo (rather than the picture itself). Keep in mind that if you delete the URL page for some reason, the picture will no longer show up on the E-mail.

Information in the Alternate Text field will display only if the E-mail cannot display the graphic (for example, if you deleted the originating URL page).

The Layout and Spacing areas allows you to determine where and how the picture will display. You will need to experiment with each field as these settings are Microsoft, rather than StaffSuite defined. However, for the most part, the larger the number in the Border Thickness field, the larger the border around the picture. The larger the Horizontal Spacing, the more the picture will move to the right. The larger the Vertical Spacing, the more the picture will move down.

Once you are satisfied with your settings, click the OK button.

Allows you to insert an assignment or position summary at the current cursor position within the Memo.

A popup menu allows you to choose between an assignment or position summary. The information in the summary is maintained in System Administration. Click here for more information on the summary.

Load Template

Save Template

Load Template allows you to choose a memo template to replace the current contents of the Memo. The Manage Standard Template Grid displays. Select the template you want to use and click OK. For more information on the Manage Standard Template dialog, click here.

Save Template allows you to save the contents in the Memo as a standard template. The Manage Standard Template dialog displays with the contents of the Memo. Enter a name for the template, campaign type (optional), and security setting and click Save. For more information on the Manage Standard Template dialog, click here.

Signature

Allows you to edit your signature, which can be appended to all sent emails.

An email Signature window displays allowing you to type your signature information. It is plain text only.

In addition, a checkbox allows you to indicate whether this signature will be "active" on sent emails. A check indicates that this signature will be appended to sent emails. An unchecked box indicates that the signature will not be appended to sent emails. Clicking on the box toggles it between checked and unchecked.

NOTE: Signatures are appended when the email is sent, NOT when it is created. Therefore, if you had created and saved an email (without sending it) when you had your signature activated and then later sent the email after you had de-activated your signature, the email would go out WITHOUT a signature appended.

Test

Allows you to send yourself a test email. The email is sent to the email address of the logged in user. No activities are created and the email is NOT saved.

This gives you the opportunity to look at the email as your recipients will see it before actually sending it out.

Save as Draft

This allows you to save the email instead of sending it out. In order to do so, all required fields must be entered.

Send Now

Schedule

ReSend

This button's name changes based on circumstances:

• If the Send On field is checked, the button will say Schedule

• If Send On is unchecked and the email has not been sent, the button will say Send Now

• If Send On is unchecked and the email has been sent, the button will say Resend

If the email is Scheduled, it is saved, but no activities are created. Then, on the date indicated by the Send On field, StaffSuite will send the email at the time specified in the config.xml file. At that point, any associated activity is created.

If the email is Sent, then it is saved, sent out, and any associated activity is created.

If the email is Resent, then a new email is saved, send out, and any associated activity is created.