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 must configure your default email settings.

Resolution

1 - Set your email provider

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 guide to ensure you use a compatible version of Microsoft Outlook.
Take a backup of your layouts.

Apply the email settings:

In Sage 50 Accounts, click Settings, then click Email Defaults.
In the Email Program drop-down, click Microsoft Outlook.
Now continue to section 2 below.

Watch a video

TIP: This video is part of the free Sage University course - Invoices and Credits. To sign up for the full course, or see other free Sage University training courses click here >

▼ Webmail

If you use Simple Mail Transfer Protocol (SMTP) to send emails from your software and your provider ends support for basic authentication, you need to change your 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, click Settings, click Email Defaults then in the Email Program drop-down click Webmail.
In the Email Provider drop-down, click your email provider, or if not listed click Other.
Under Sender Details, enter the required display name and email address.
If you chose Other in step 2, under Server Details enter the server for your email provider.

TIP: You can get your server details from your IT administrator or your email provider's website. Follow our Email documents using webmail guide to test these settings.
If you always use the same webmail credentials, under Login Details click Use logged-on user details. Otherwise, click Use Username and password to enter your details.
Now continue to section 2 below.

Watch a video

TIP: This video is part of a free Sage University course. To sign up for this, or see other free Sage University training courses, click here.

2 - Apply Email Settings

Once you've set up the email defaults, click the required tab, for example Invoice, then 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. 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, click this check box.
Attachment Format	To send the layout as an attachment, click PDF, HTML, Excel or 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 click Yes - From Customer / Supplier Record. Alternatively, if you don't want to apply a password, click No. Not available in Sage 50 Accounts Essentials
Sending Options (Microsoft Outlook only)	Click Send Immediately.

3 - 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:

Click Apply.
Select the check box for each layout you want to apply the email settings to.
Click OK.

4 - Troubleshooting

If you have any issues when emailing a document, follow our Troubleshooting email issues guide 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

1 - Set your email provider

Watch a video

Watch a video

2 - Apply Email Settings

3 - Save your changes

4 - Troubleshooting

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