Writing and Sending an E-mail Message

You can write an e-mail to a single contact or lead using either the Write E-mail or the Write E-mail Using Template option. If you need to send an e-mail message to more than one contact or lead, use Mail Merge.

You must have Microsoft Outlook installed on your computer to use Write E-mail features.

To write an e-mail without using a template

1. Do one of the following:
2. On the Write menu, point to E-mail.
3. Click the E-mail button next to the contact's or lead's e-mail address.

2. If e-mail is enabled, but you have not logged on, at the message box, click Yes to log on.
3. If you do not have focus on a particular contact or lead, use the Select Names dialog box to select a contact or contact.
4. Complete the Subject box and message body of the new e-mail window.
5. (Optional) If the e-mail message requires an attachment, click Insert, and then click one of the menu options. If attaching a file, refer to About E-mail Attachments for more details.
6. Send your e-mail by doing one of the following:

• Click the Send button. The message will not be recorded to history.
• Click the Send SLX button. If you attached a file and want to save it as an attachment, click Yes at the prompt. The e-mail message is recorded to history, and the file appears on the Attachments tab.

7. If the Complete Activity dialog box displays, edit the history information, type notes, or schedule a follow-up activity, and then click As Scheduled or Now.
8. If you selected to schedule a follow-up activity, complete the dialog box for the type of follow-up activity.
9. Click Save.

To write an e-mail message using a template

1. On the Write menu, point to E-mail Using Template, and click a template name or click More Templates. If prompted to add the template to the most recently used templates list, click Yes to add the template to the list; otherwise click No.
2. If you have not already selected a contact or lead, find a contact or lead. Click the name you want to e-mail, and then click OK.
3. If prompted, choose an address from the Select Type of Address dialog box.

The E-mail Editor opens with the e-mail address in the To: box, in the Subject box the subject information stored in the template, and the attachments listed in the Attachments box.

4. If necessary, make edits to the template.
5. If the e-mail requires an attachment, click Insert, and then click one of the menu options. If you want to attach a file, refer to About E-mail Attachments for more details.

6. Send your e-mail by doing one of the following:

• Click the Send button. The message will not be recorded to history.
• Click the Send SLX button. If you attached a file and want to save it as an attachment, click Yes at the prompt. The e-mail message is recorded to history, and the file appears on the Attachments tab.

7. If the Complete Activity dialog box displays, edit the history information, type notes, or schedule a follow-up activity, and then click As Scheduled or Now.
8. If you selected to schedule a follow-up activity, complete the dialog box for the type of follow-up activity. Refer to the Help for assistance.

Follow-up activities are not available for leads.

9. Click Save.

For more information about Mail Merge, refer to the Mail Merge Online help system.

Related Topics

Mail Merge Overview