Set up your documents for email

Summary

How to configure Sage 50 Accounts to email documents.

Description

You can send reports and layouts by email through Microsoft Outlook or webmail. Use the Email Defaults option to apply email settings to multiple documents at once.

Before you can email your documents, you need to configure your default email settings.

Resolution

Set your email provider

CAUTION:

If you email settings on individual reports, these steps will override the settings. You'll need to add the email settings again to the individual report.

To set email defaults, select the email provider you're using for the relevant steps:

▼ Microsoft Outlook

Before you begin:

Use our Microsoft Office and Sage software compatibility article to check your Microsoft Outlook version is compatible.
Take a backup of your layouts.

Apply the email settings:

In Sage 50 Accounts, go to Settings, then select Email Defaults.
In the Email Program: dropdown, select Microsoft Outlook.
Follow the steps in the apply email settings section below.

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▼ Webmail

If you use Simple Mail Transfer Protocol (SMTP) to send emails from Sage and your provider stops supporting basic authentication, update your email settings.

To continue emailing documents from your software, use Microsoft Outlook.

For more information, see our Changes to SMTP email authentication affecting Sage software guide.

Take a backup of your layouts.
In Sage 50 Accounts, go to Settings, then select Email Defaults.
then in the Email Program: dropdown, select Webmail.
In the Email Provider: dropdown, select your email provider. If not listed, select Other.
In the Sender Details section, enter the required Email Address and Display Name.
If you chose Other in step 4, in the Server Details section, enter the server for your email provider.

TIP:

Get your server details from your IT administrator or your email provider's website. Follow our Email documents using webmail article to test these settings.
If you always use the same webmail credentials, in the Login Details section, select Use logged-on user details. Otherwise, select Use Username and password to enter your details.
Follow the steps in the apply email settings section below.

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Apply Email Settings

In Sage 50 Accounts, go to Settings, then select Email Defaults.
Go to the required tab. For example, Invoice.
Apply your email settings:

▼ View the email settings fields

To	Select the email address you want the layouts to use: Customer Record Email 1 - This is the Email1 address in the customer or supplier record Customer Record Email 2 - This is the Email2 address in the customer or supplier record Customer Record Email 3 - This is the Email3 address in the customer or supplier record Addresses & Contacts' Preference Email - This is the email address in the customer or supplier record in Addresses & Contacts, Preferences NOTE: Not available in Sage 50 Accounts Essentials. Manually Entered Address - Manually enter an email address with this option
CC	Choose the email address to copy the layouts to.
Subject	Select the subject of the email as follows: Invoice 25 from (company name) - Shows the invoice, order, statement or remittance number and company name Invoice 25 from (company name) - (date) - Shows the invoice, order, statement or remittance number, company name and date [None] - No subject Manually Entered Subject - Manually enter a subject with this option
Send information in the body of the email, not as an attachment	To show the layout in the body of the email rather than an attachment, select this checkbox.
Attachment Format	To send the layout as an attachment. Select either: PDF HTML Excel Text
Attachment Filename	If sending the layout as an attachment, choose the required filename.
PDF Password	If your attachment is a PDF file: To add a password, select Yes - From Customer / Supplier Record. ## If you don't want to apply a password, select No NOTE: Not available in Sage 50 Accounts Essentials.
Sending Options (Microsoft Outlook only)	Select Send Immediately.

Keep the window open and follow the save your changes section.

Save your changes

Once you've applied the email settings to the required areas, select which layouts to apply them to, then save your changes:

Press Apply at the bottom of the window.
Select the checkbox for each layout you want to apply the email settings to.

The Apply Email Settings window.

Press OK.

Troubleshooting

If you have any issues when emailing a document, follow our Troubleshooting email issues article to resolve them.

TIP:

Outlook sends reports and layouts from the default profile or the email address specified in SMTP settings. Change the email address if needed.

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Set up your documents for email

Summary

Description

Resolution

Set your email provider

CAUTION:

Watch a video

TIP:

TIP:

Watch a video

TIP:

Apply Email Settings

NOTE:

NOTE:

Save your changes

Troubleshooting

TIP:

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