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Writing an email

  • Open a new email

    Letters or emails can be called up from the context of an event, an address or another data record. In this case, some details such as the recipient may already be pre-assigned. However, a letter can also be created without a context and later linked to other data records.

    1. Go to the Briefe  Communications tab on the function bar.
    2. Click on the dropdown triangle next to Briefeexpand Mail/Email, and select neu  New and your company, if applicable.
    3. In another record, go to neu  New  >  Briefe Letter / email in the horizontal toolbar of the record (event, date, account, etc.).
    4. The textformat text tab of the letter opens.
    5. Die Versandart Brief Brief ist in der horizontalen Werkzeugleiste standardmäßig voreingestellt. Wählen Sie stattdessen E Mail E-Mail. Wird der Brief aus einer Adresse oder einem Ansprechpartner geöffnet, für die E-Mail als bevorzugtes Kommunikationsmedium angegeben ist, wird direkt eine E-Mail geöffnet.
  • Use an email template

    Many emails have the same structure or even the same wording. For these cases, it is advisable to use templates, which users with administrative rights can create at Vorlagen Templates > Briefvorlagen Text templates . Changes to an email based on a template only affect this one email. The template remains unchanged. If you select a text template that has been specifically created as an "email template", the sending method is also automatically changed.

    1. Standardmäßig wird bei jeder Neuanlage direkt die Auswahl einer Vorlage angeboten. Diese Option kann jeder Benutzer mit Klick auf Ausgeblendente Meldungen Nicht mehr anzeigen rechts in der horizontalen Werkzeugleiste des Vorlagenfensters ausblenden.
    2. To reset the option, go to the tab  icon optionen Options > Ausgeblendente Meldungen Hidden messages >  Letters / emails: create new > delete Restore default.
    3. To use only the standard signature of your business or company without text volume, select arrowRight Signature onlyin the toolbar on the left.
    4. Alternatively, open the list of templates directly via Briefe Letters / emails > Briefvorlagen New with template.
    5. You can also subsequently call up a text template for an email that has already been opened. Double-click on Briefvorlagen Select text template to open an input window for the template abbreviation in the toolbar on the left of the text tab or via the help button F4 .
    6. Enter the abbreviation and confirm with OK.
    7. If you do not know the abbreviation of the template, select Briefvorlagen Select text templateexpand > Liste Select from list. A list of all existing text templates opens.
    8. Select the desired template by double-clicking or ok Apply.
    9. Für E-Mails, die im Kontext einer Veranstaltung oder eines anderen Datensatzes geöffnet werden, werden automatisch passende Vorlagen vorgeschlagen.
    10. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Specify a data processing purpose

    In order to be DSGVO-compliant, you must state the purpose of the processing of the personal data (account data) in all correspondence.

    1. In many letter templates, the processing purpose is already pre-assigned but can be changed. Accounts can also have a default processing purpose.
    2. To specify a new or different processing purpose, select it from the drop-down list in the horizontal toolbar of the letter. Users with administrative rights create the possible processing purposes at Administration Administration > AV Vertrag Processing purposes .
  • Specify a recipient

    Existing addresses or contact persons can be selected as recipients. If a name does not yet exist in the database, a new address can be created via the e-mail. E-mails can also be sent to e-mail addresses that are not in the database.

    1. Enter the name or the first letters of the name in the input field Adresse Recipient and press the Enter key, or click on the  icon.
      Note: Both ways lead to the "Search words" field and search numerous account fields such as name, city, street, etc. The more letters you enter, the more precise the search result. The more letters you enter, the more accurate the search result.
    2. This opens a list of all existing addresses in which one of the search fields begins with the letters entered. The search is phonetic, so it will also find names that are similar but spelt differently. 
      Bsp.: Die Suche nach „Kro“ findet Krone, Grogau, Krombach. 
    3. To find accounts that do not begin with the entered letter sequence, enter *Name .
      Example: The search for "*meyer" finds Grossmeier, Kleinmaier and Mittelmayer.
    4. Select the desired account from the list offered by double-clicking on it, or mark it and click on ok Apply.
    5. Select a contact person from the drop-down menu located under the company name for business accounts.
    6. To create a new account, enter the name and press Enter.
      1. If there is no similar name in the database, select Create new account on request (Creating a new account).
      2. If a list of similar names is offered for selection, do not select any of them, but go to neu New in the horizontal toolbar and create the new account.
    7. If a letter is opened from another data set (event, etc.), suitable accounts are offered for selection depending on the context. However, these can still be changed in the letter itself.
    8. To send an email to a recipient who does not exist as an address, enter the email address in the To field. You can then find this email via Briefe Letters / emails > suche Search > Emails stored without an address.
  • Specify multiple recipients

    Additional recipients can be specified spontaneously for an e-mail.
    Note: Accounts listed in the To or Copy (Cc) field are visible to all other recipients. Recipients of blind copies (Bcc) are not visible to the other email recipients.

    1. Enter additional e-mail addresses in the field To, Copy (Cc) and Blind copy (Bcc).
    2. Separate the accounts with semicolons (;).
    3. If necessary, enlarge the input field via Uebersicht Enlarge input field to the right of the field.

    In a Contacts recipient list , both addresses and contact persons with e-mail addresses and unlinked e-mails can be listed.
    Hinweis: Wenn Sie auf Ansprechpartner Empfängerliste umschalten, können weitere E-Mail-Adressen nur noch über diesen Reiter eingegeben oder ausgewählt werden. Die  star Auswahlliste für Cc und Bcc wird deaktiviert.

    1. Click on neu to the right of the input field Toto open a recipient list.
    2. Add existing addresses in the database via  neu > Contacts  . Only addresses for which an e-mail address is specified are offered.
    3. Add a line for the manual entry of an unlinked e-mail address via neu > E Mail .
    4. Select which of the accounts are recipients, recipients of copies or blind copies.

    Via Verteilerliste distribution lists you can reach groups of recipients who frequently need the same information. You can create distribution lists for emails or internal messages.
    Hinweis: Wenn Sie auf Verteilerliste Verteilerliste umschalten, können weitere E-Mail-Adressen nur noch über diesen Reiter eingegeben oder ausgewählt werden. Die  star Auswahlliste für Cc und Bcc wird deaktiviert.

    1. Click on neu > Distribution list to the right of the Tofield to open a distribution list.
    2. Die in der Verteilerliste vorhandenen E-Mails werden automatisch in die Empfängerliste übernommen und behalten den Status (An, Cc, Bcc), den sie dort zugewiesen haben.
    3. Create distribution lists at Briefe Communication > Distribution list Distribution lists > neu New .

    If the recipients of your emails change, but you regularly need the same accounts for copies or blind copies, enter them in a star drop-down list .

    1. Click on star Favourites > edit Edit to the right of the Cc or Bccfield to create or change a selection list.
    2. Enter the desired addresses.
    3. Select the desired email by double-clicking or by left-clicking and holding down the Ctrl key and ok Apply .
    4. Select the entire list with SelectAll Select all lines at the top right of the selection window.
  • Enter a subject

    Der Betreff entspricht dem Namen der E-Mail, unter dem sie in Listen und in der Suchanfragen gefunden wird. Außerdem wird er je nach verwendeter Vorlage ggf. in der E-Mail selbst aufgeführt.

    1. If you create an email from another record or if you use a template, the subject is often already pre-populated.
    2. Write a freely selected subject in the input field or select an entry from the expandable selection list via expand . You can add new, frequently used subject texts via Change list .
    3. save Speichern Sie die neue E-Mail unter der Empfängeradresse.
  • Enter the body text

    The input area for the letter itself is located at the bottom of the window. If you are not using a template, enter your text here. Maximise the view by clicking on Uebersicht Enlarge input field at the top right of the text tab to hide the address or by clicking on Expand Top at the top left of the toolbar to collapse the entire toolbar with the formatting options.

    1. Go to the Briefe Text tab.
    2. Geben Sie Ihren Brieftext ein, kopieren Sie Text aus anderen Dokumenten oder ändern Sie die Vorlage ab.
    3. Format the text if necessary. In the horizontal toolbar, you will find the usual tools for formatting text and inserting style sheets, bookmarks, references, etc.
    4. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Open a separate cover letter

    For offers, contracts or special agreements, an additional e-mail cover letter can be created and the (template) text attached as a PDF document.

    1. Click on E Mail Anschreiben Cover letterin the horizontal toolbar of the email.
    2. Es erscheint ein neuer Reiter E Mail Anschreiben Anschreiben links neben dem ursprünglichen Reiter Briefe Text, und der auf dem Reiter Briefe Text enthaltene Brief wird ausschliesslich als Anhang gesendet. Wählen Sie in der horizontalen Werkzeugleiste das gewünschte Format (PDF, HTML, RTF) für den Anhang.
    3. Then, for the E Mail Anschreiben cover letter  again choose a vorlage brief text template  or enter an individual text.
    4. If entries have already been made on the tab Briefe Text and you only then click on E Mail Anschreiben Cover letter , you will have the option of transferring the text already entered into the cover letter.
      1. With Copy the text is used both in the email and in the attachment.
      2. With Move select the text already written is moved to the email but not used as an attachment.
      3. With New Cover Letter you open a blank cover letter.
      4. Click on the button ok Text on the far left of the toolbar in the tab E Mail Anschreiben Cover letter to apply the text later.
    5. Senden Send click the email on the far left in the upper horizontal toolbar.
  • Insert database references

    Alle Daten in Ihrer Bp Event-Datenbank können in E-Mail-Texte eingefügt werden. Welche Bezüge konkret zur Verfügung stehen hängt davon ab, mit welchen anderen Datensätzen (Adresse, Veranstaltung) die E-Mail schon verknüpft ist.

    1. To insert already existing data from the database into the text, select in the horizontal toolbar of the text window Datenbankfeld Insert database reference. A list of all available tables opens.
    2. Select the desired table. Depending on the selection, you will get a list of fixed and calculated fields or all available database references.
    3.  kontext Fields, the are permanently programmed or automatically calculated, insert individually by left-clicking. Multiple selection is not possible.
    4. Select other fields from the picklist by left-clicking (hold down the Ctrl key for multi-select) and click on  ok Apply  to copy the fields you want.
    5. save Save your input by clicking on the icon in the top left-hand corner of the input window.

    If the database entries referred to in the email are changed, this will also affect the email. Decide consciously if and when you want to include changes in your letters.

    1. To update references when the email is opened, activate Always update references  at the top right under the subject .
      Bsp.: Eine E-Mail wird vorbereitet, aber noch nicht verschickt. Zwischenzeitlich wird eine Telefonnummer in den Stammdaten geändert. Wenn die E-Mail zum Drucken erneut geöffnet wird, erscheint die neue Nummer.
    2. Um Bezüge zu lösen und den einmal eingefügten Wert zu behalten, entfernen Sie mit Linksklick das Häkchen aus dem Feld Bezüge immer aktuell. Lösen Sie unbedingt vor Senden der E-Mail die Bezüge, um eine nachträgliche Verfälschung der Dokumente zu vermeiden.
      Bsp.: Eine E-Mail mit einem Angebot wird verschickt. Die angebotenen Preise sollen auch dann noch erscheinen, wenn die Stammdatenpreise zwischenzeitlich geändert wurden.
    3. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Insert images

    Images from various sources can also be inserted into the letter.

    1. Via Bildexpand image in the toolbar of the text window, insert images Bild in Verlauf in the text history or Bild auf Seite on page .
      1. Select into the text gradientto insert the image appropriately into the text.
      2. Select to the pageto move the image to any position.
    2. Search for the desired image.
      1. For externally stored images, select Insert image > import festplatte Load from hard disk. The window of your explorer opens. Select an image by double-clicking on it.
      2. For pictures from the clipboard, select Insert Picture >  zwischenablage Load from Clipboard. The option is only offered if an image is actually stored in the clipboard. Alternatively, use the hotkey Ctrl+V.
      3. For images stored under a different record, select Insert image and the storage location of the image.
      4. For images from a connected camera, select Insert Image > scanner Integrated Camera.
    3. Change the size and resolution of the inserted images for printing or filing via Bildexpand >  Bildoptimierer Optimise images for printing. You will find further formatting options in the same place or in the context menu (right-click on the desired image).
    4. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Exchange images

    Images that are saved at Vorlagen Templates > Album Album can be replaced in the word processing document via the context menu (right-click). It does not matter whether the images were inserted on the page or in the text flow.

    1. Highlight the desired image in the email and right-click.
    2. Select Album Album picture > Replace. A list of all other album pictures that have either the same category 1 or 2 opens.
    3. Select the new image with a left click. The format of the new image is automatically adjusted.
    4. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Insert Branded Prints* lists

    Um AngebotsgeneratorlistenM einzufügen, muss die E-Mail über eine Veranstaltung angelegt werden. Im Reiter Briefe Text der E-Mail erscheint dann eine zusätzliche Zeile, in der Sie mit dem Module AngebotsgeneratorM Listen zu dieser Veranstaltung und gewählten VorgängenM auswählen können.

    1. Open the desired VA event.
    2. In the horizontal toolbar, click Neu Aus Create new linked record > Briefe Letter / email and a matching vorlage brief Letter template.
    3. Left-click the cursor at the desired position in the text.
    4. On the right in the top line of the toolbar of the tab Briefe Text select the event via the drop-down list.
    5. Open with a left click on Angebotgen Liste Branded Prints lists a list of the available tables and lists available for this purpose.
    6. Also to the right, select the desired process and, if applicable, linked lists.
    7. The lists are inserted into the e-mail at the point where the cursor is positioned.
    M
  • Insert a link to an existing record

    Ein in der Datenbank vorhandener Datensatz kann mit einem neuen Brief verknüpft und von den Empfängern mit einem Doppelklick auf den Link im Brieftext geöffnet werden, wenn diese ebenfalls Zugriff auf die Datenbank haben.

    1. Place the cursor at the desired position in the letter text or select the desired text.
    2. Click on Datenbankfeld Insert database reference > Verknuepfen Link. A list of all available tables sorted by the tabs of the function bar opens.
      Ex:
      You can search for a letter or email via Briefe Communication > Briefe Letters/emails.
      Eine Veranstaltung suchen Sie über  Basis Basis >  VA Events.
      Eine Zahlung suchen Sie über  Buchhaltung Buchhaltung >  Zahlungen Zahlungen.
    3. Alternatively, open the list of available tables by right-clicking on the selected text.
    4. Click on suche Search and select the desired document from the list of search results.
  • Insert a link to a document stored in the database

    A document that was previously stored for an existing data record in the database can be linked to a new letter and opened by the recipients by double-clicking on the link in the letter text if they also have access to the database.

    1. Place the cursor at the desired position in the letter text or select the desired text.
    2. Click on Datenbankfeld Insert database reference > Verknuepfen Link. A list of all available tables sorted by the tabs of the function bar opens.
      Ex:
      You can search for a letter or email via Briefe Communication > Briefe Letters/emails.
      You can search for a document that has been filed for another data record via Templates Templates > Dokumentenablage Document packages.
      You can search for a document that has been stored in a directory via Home Basis > Verzeichnis Objekt Directory objects.
    3. Alternatively, open the list of available tables by right-clicking on the selected text.
    4. In der Suche nach Dokumentenpaketen ist standardmäßig der Ablageort „Allgemeine Dokumente“ vorbelegt. Klicken Sie auf die Aufklappliste, um in einer anderen Ablage zu suchen.
      1. Select the desired table if you know the storage location of the document (account, event, etc.).
      2. At the very top of the selection window SelectAll Select all rows, if you assume that the document is in one of the tables offered for selection.
      3. Select at the top of the selection window SelectNone Discard selectionif you do not know the filing location and ok Apply you.
    5. Click on suche Search and select the desired document from the list of search results.
    M
  • Highlight text graphically

    To visually highlight text that is not already specially formatted in the template, there are several options in the toolbar.

    1. Mark the desired text with a left click and a pressed mouse button and select in the toolbar:
      1. Textmarker gelb Assign background colour: highlights the text with a yellow, green, red or blue background, free colour selection is possible.
      2. Farbe Font colour, background colour and text effects: offers further options for text formatting such as font colour and font style
    2. Transfer an existing format from one word or paragraph to another:
      1. Highlight the word or paragraph that are already formatted.
      2. Click copyFormat expand > Kopie Copy formats.
      3. Then select the text to which the format is to be applied and choose  copyFormat expand > zwischenablage Insert formats. Text, paragraph or tab formats can be used.
    3. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Check the spelling

    A spell check is possible for text fields and text documents (letters, data sheets). You can set which dictionary is used as the basis for the check at Administration Aministration > Administration Settings > betrieb Company > Configurations Settings > Languages > Dictionary .

    1. An automatic spell check is activated by default for all text fields, but can be deactivated via the tab in the function bar icon optionen Options > icon optionen Settings . If the cursor is positioned in a text field, all words that are not in the dictionary are marked with a red dotted line during automatic checking. A manual spell check is also possible if the automatic check has been deactivated.
    2. To do this, open the text document (letter, email) you want to check and place the cursor in the document or text field by left-clicking.
      Note: Spell checking is not possible in the preview or in the HTML view.
    3. Press F7 or click on Rechtschreibung Pruefen Spell check.
    4. Alternatively, right-click on the desired word and select Rechtschreibung Pruefen Spelling.
    5. The words that are not in the linked dictionary are displayed one after the other in the dialogue window.
      1. If the word is correct, click on Learnto add the word to the dictionary.
      2. If the word is wrong, double-click to select one of the suggested corrections or enter your own and click Change or Always replace.
    6. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window
  • Write an email from within another record

    Aus vielen Datensätzen wie Adresse Adressen oder VA Veranstaltungen können direkt E-Mails gesendet werden. Als Empfänger wird automatisch die gewählte Adresse bzw. die Veranstalteradresse vorgeschlagen. Dieser Vorschlag kann aber überschrieben und geändert werden.

    Write an email from a Adresse account:

    1. Gehen Sie in der oberen horizontalen Werkzeugleiste der Adresse Adresse auf Neu Ausexpand Neuanlage > Briefe Brief / E-Mail und wählen Sie die vorbelegte Adresse oder den Ansprechpartner.
    2. Select a blank Briefe letter / email or a Briefvorlagen letter template.
    3. Sobald Sie die E-Mail speichern, wird sie bei der Empfängeradresse abgelegt.
    4. Send the email via Senden Send top left.

    Write an email from a VA event:

    1. Gehen Sie in der horizontalen Werkzeugleiste der VA Veranstaltung auf Neu Ausexpand Neuanlage > Briefe Brief / E-Mail.
    2. Choose a blank neu new letter/email or the Ansprechpartner organiser.
    3. Choose a blank neu new letter/email or a Briefvorlagen letter template.
    4. Sobald Sie die E-Mail speichern, wird sie bei der Veranstaltung und der Empfängeradresse abgelegt.
    5. Send the email via Senden Send top left.