Create Emails
The Email Setup screen enables you to create, save, and edit emails to send to your clients.
Once you create an email on the Email Setup screen, you can save it to be sent to your clients at any time from the Email Broadcast screen.
To create or edit an email:
1. Select Setup from the Email menu to open the Email Setup screen.
2. Select New Email from the drop-down list in the Select Email field, or select an existing email for editing.
If you select an existing email for editing, the content of the email appears in the Body field, and the Code, Subject, and Purpose fields reflect the settings for the existing email
3. Enter or edit an alphanumeric email code of up to 10 characters in the Email Code field.
This code identifies the email in logs and lists.
This field is required.
4. Specify the content to appear in the subject line of the email in the Subject field, and enter the the reason to send the email in the Purpose field.
The text in the Subject field appears in the recipients' copy. The text in the Purpose field does not appear on the recipients' copy, and reflects specific circumstances applicable to the email.
5. Review the emails available from the Sample Email drop-down list to select a pre-written email to use or edit, and, if the content is appropriate, click Insert to open the sample email in the Body field.
You can use sample emails without changes, edit them to suit your purposes, or use them as inspiration as you write your own email text.
6. Enter your email content in the Body field or edit the existing text as necessary.
The Body field provides a full-featured editor with an array of editing and formatting options so that you can edit the text, format your email, paste text from Word or any other editor, insert links to Internet URLs, check spelling, and insert special characters or specific breaks for printing.
Hover your cursor over a button on the editor toolbar to view its function.
Note: You can click the Source button to view and edit the HTML source directly, and click again to return to the editor.
7. Position your cursor in the Body field, select a token from the Tokens drop-down list, and click Insert Token to insert a token for First or Full Name in your email.
This option inserts placeholder text into your email. This placeholder is replaced by the recipients' actual names when the email is sent.
8. Click the Preview button in the editor toolbar to view a preview of your email as it will look to recipients, or click the Print button on the toolbar to print a copy for review.
9. Click CAN-SPAM Compliance to check that your email is compliant with the CAN-SPAM Act.
The CAN-SPAM Act of 2003 is “a law that sets the rules for commercial email, establishes requirements for commercial messages, gives recipients the right to have you stop emailing them, and spells out tough penalties for violations."
Click for a summary of provisions, or visit http://business.ftc.gov for more details.
10. Click Save.
The email is saved for future use, and can now be sent to your clients from the Email Broadcast screen.