User Manual > Email Features

Email Overview

QuoteWerks enables you to send your quotes, orders, and invoices by email to your customers directly from within QuoteWerks. No need to switch to another software package to send the email. QuoteWerks can send e-mails using two methods:

Use the QuoteWerks built-in SMTP e-mail client. The QuoteWerks built-in e-mail client supports the most common e-mail protocol known as SMTP (Simple Mail Transport Protocol). Some e-mail systems like Lotus Notes and AOL for example do not support the SMTP mail protocol. If you do not have access to an SMTP server, you will not be able to use the built-in QuoteWerks e-mail client.

2.	Use the QuoteWerks link to Microsoft Outlook. Selecting this option, QuoteWerks will send the e-mail for you using your Outlook e-mail system.

Note: If your email system does not support the above two methods, you can still e-mail your quotes by doing a print preview, then selecting File|Save-As from the preview window, and save the preview as an RTF or PDF file, and then attach that file in your e-mail software.

QuoteWerks must be setup with the appropriate e-mail settings in order to send e-mails. You can configure the e-mail settings by selecting the Internet tab of the Tools|My Preferences menu.

You have two systems available to send your e-mails from within QuoteWerks. QuoteWerks can send e-mails using Microsoft Outlook or the QuoteWerks built-in SMTP e-mail client.

Send E-Mail using QuoteWerks built-in SMTP

The options you can set and the screen design will change depending upon the system that is selected. This is a screenshot of the built-in SMTP settings.

Send E-Mail using Outlook

The options you can set and the screen design will change depending upon the system that is selected. This is a screenshot of the Outlook settings.

Review e-mail in Outlook before sending

This option will create the e-mail in Outlook, and then open Outlook and display the e-mail in Outlook enabling you to review the email, make changes or do whatever you can normally do with an Outlook e-mail.

SMTP server

This setting is only required if you use the QuoteWerks built-in SMTP e-mail. If you are using this feature, a valid SMTP server name must be specified. The SMTP server name typically follows the format of: smtp.yourservername.net

Your return E-Mail address

When the recipient of your e-mail responds to the e-mail, the e-mail will be sent to this e-mail address. This is most often your e-mail address.

When quotes are e-mailed from within QuoteWerks, the quote is saved into either an RTF format (Microsoft Word compatible) or PDF format (Adobe Acrobat compatible) and attached to the e-mail. You can select the format that you prefer in the QuoteWerks Document Attachment Format drop-down list.

RTF (Rich Text Format) format

There are advantages and disadvantages to using each format. The RTF format can be opened and printed by any application that supports the RTF format. All word processors support the RTF format, so chances are high that the person that receives the quote will be able to view it. RTF files can be modified by the recipient once they are opened, and depending upon your needs you may want this.

Adobe Acrobat PDF format

The Adobe Acrobat PDF format is an industry standard format that ensures that the recipient views the document in exactly the same format that it was sent in without needing to have the software that created the document. Before Adobe Acrobat, there was no way that a document created in Microsoft Word could be viewed by someone who did not have Microsoft Word installed on their computer. Before Adobe Acrobat, the recipient of your document always had the have the software that you used to create the document. Additionally, the recipient needed to have all the fonts that you had installed on your computer.

When e-mailing your quotes in PDF format, any hyperlink formatted text like www.quotewerks.com or http://www.quotewerks.com will be “clickable” when your customer views the PDF file in Adobe Acrobat and hovers the mouse over the hyperlink.

The PDF format can be opened and printed only by Adobe Acrobat software. In order for the recipient to be able to view and print the quote, they will need to have Adobe Acrobat installed on their computer. Adobe has free Adobe Acrobat Reader software that can be downloaded from their website and installed on the recipient’s computer. Also, now a days, so many programs use Adobe Acrobat, there is also a good chance that your recipient may already have Adobe Acrobat installed on their computer. PDF files cannot be modified by the recipient once they are opened, and depending upon your needs you may want this security.

Authentication

Some SMTP servers require a login name and password to use them. If your SMTP server does not require authentication, you do not need to enter any information into these fields.

SMTP Port

The default SMTP port on most installations will be 25. This setting may need to be changed on network installations where there is proxy that requires this to be different. Please consult your IT Department for additional information onf SMTP ports and proxies.

Network Connection

On the Misc tab, uncheck the “Use Dial-up networking” checkbox if you have a full-time internet connection that does not require a dial-up connection.

Default CC and Default BCC

On the Defaults tab you can enter the default CC (or BCC) e-mail address to use whenever creating a new e-mail. You can use this to for example always CC the sales manager on all quotes emailed.

Default subject

On the Defaults tab you can enter the default text that will appear whenever creating a new e-mail. You can use QuoteWerks macros to default information like quote number, sold to company name, etc using the green plus icon.

Setup E-Mail Signature

When sending e-mails, it is useful and professional to include your contact and company information at the end of the e-mail. You can click on the [Setup E-Mail Signature] button on the Defaults Tab of the Internet tab of the Tools|My Preferences menu to customize your own e-mail signature that QuoteWerks will automatically insert at the end of each e-mail you send. The signature can contain static information like your phone number, e-mail address, etc and it can also use QuoteWerks macros to automatically insert information dynamically into your e-mail signature text.

You can send emails from several places within QuoteWerks such as the File|Print window, the Print Preview window, and the File|Export to Document Transport file window.

For example, select the File|Print menu, and click on the [Email] button to display the Send E-Mail window.

The Send E-Mail window

From the Send E-mail window all of the information required to send an E-mail to your customer will pre-fill using the information from the Sale Info tab.

To: The To line pre-fills with the customer name and e-mail address from the Sold To tab of the quote workbook. If you would like to send this email to more than one recipient, you can separate each recipient with a comma.

Pressing the F2 key from this line or clicking on the […] button will display a list where you can maintain a list of alternate e-mail addresses. If you select multiple e-mail addresses from the list, QuoteWerks will automatically separate them with commas.

If you use GoldMine for your contact manager, you will also be able to choose any of the email addresses in the contact that the quote is for.

From: The From line pre-fills with the currently logged in user’s email address. This is setup under the Internet tab of the Tools|My Preferences menu.

CC: The CC line allows you to enter the e-mail addresses of anyone that you would like to carbon copy the e-mail message to. Pressing the F2 key from this line will display a list where you can maintain a list of e-mail addresses. If you would like to send a CC to more than one recipient, you can separate each recipient with a comma. If you select multiple e-mail addresses from the list, QuoteWerks will automatically separate them with commas.

BCC: The BCC line allows you to enter the email addresses of anyone that you would like to send a blind carbon copy email message to. Pressing the F2 key from this line will display a list where you can maintain a list of e-mail addresses. If you would like to send a BCC to more than one recipient, you can separate each recipient with a comma. If you select multiple e-mail addresses from the list, QuoteWerks will automatically separate them with commas.

Adding additional email addresses:

If you are using QuoteWerks or GoldMine as your contact manager, you can now click on the ellipsis button to the right of the To, From, Cc, and Bcc fields to choose one or more email addresses from a list of the email addresses you have setup in QuoteWerks, or from the email addresses setup for the GoldMine contact that is being used in the quote. To select multiple email addresses, hold down the [CTRL] key and click on each email address you want to include, and then click on the [Select] button.

Subject: The Subject line pre-fills with the title of the quote and the document number.

Attachments: The Attachment line pre-fills with the quote formatted as either an RTF or a PDF file depending upon which format you chose when you configured the email settings. You can attach other files to this e-mail by selecting the [Attach] button. To remove an attached file, select it, and press the delete key. If you would like to preview the attached document prior to e-mailing it click on the [View] button. The document will be displayed in the application that is associated with .RTF files or .PDF files. (Typically this will be Microsoft Word and Adobe Acrobat respectively).

Message: In the body of the e-mail, you can type in your message to the recipient. Pressing the F2 key from this field will display a list where you can maintain a list of common messages / boiler plate and signature information. Click on the [Send] button to send the e-mail.

Return Receipt: If the request return receipt checkbox is checked, a receipt is sent when the message recipient’s server has received your message. This is useful when you are sending time-critical information, or any time you want confirmation that your message has been received.

Note: Some mail servers do not have this functionality and thus a return receipt will not be sent back to you even if the email has been received.

After the e-mail has been sent, a history of the e-mail may be logged in your contact manager’s history records.

If you have setup QuoteWerks to send e-mails using Microsoft Outlook, the entire contents of the email including the to, cc, subject, message text, and attachments are logged and stored in Outlook’s history. Additionally, if you are using GoldMine, ACT!, or Maximizer as your contact manager, the sent e-mail will be logged in the contact manager history. If you are using the QuoteWerks contact database, TeleMagic, QuickBooks contact database, KnowTia, or SalesLogix, the sent e-mail is not noted in the contact manager history.

If you have setup QuoteWerks to send e-mails using the QuoteWerks built-in SMTP client, the e-mail will be logged differently for each contact manager. If you are using GoldMine, the to, cc, subject, message text, and attachment file name are logged in GoldMine history. If you are using ACT!, the to, cc, and subject are logged in ACT! history. If you are using Maximizer, the to, subject, and attachment file name are logged in Maximizer history. If you are using the QuoteWerks contact database, KnowTia, QuickBooks contact database, Outlook, TeleMagic, or SalesLogix the sent email is not logged anywhere.

Once you have created a quote in QuoteWerks and would like to e-mail it, select the File|Print menu.

On the File | Print window, select the print layout you would like to use for the document, and click on the [E-Mail] button.

E-mailing quotes from the preview window

The second way to e-mail a document is to select the File|Print menu and click on the [Preview] button. After you have previewed the quote you can click on the E-mail icon on the tool bar and the Send E-Mail window will appear. You can also send an e-mail from the preview window using the File|Send E-Mail|As PDF, and File|Send E-Mail|As RTF menu to send the e-mail in a specific format other than your default format.

E-mailing a Document Transport File

In the File|Export to Document Transport File Wizard, there is an option to e-mail the Document Transport File (DTF) on step 3. When this option is chosen, after the DTF file is created, the Send E-Mail window will appear.