IMPORTANT: Before doing bulk Outlook email with Deskflow, and if you have Outlook 2007+, be sure to configure the Junk email settings as defined in the chapter "Setting up Outlook Email".
If you don't configure Outlook, then only 3 emails will be sent at a time.
Deskflow can send three types of email: BCC, TO and template-based email TO a List.
Emails may be sent to all names in the list, or to selected names in a list.
For template-based emails, each recipient gets a personalized email based on the template selected. Multiple attachments can be sent for each email.
Emails in Plain text format (TXT) or Rich Text Format (RTF) can defer sending to a later time.
Emails sent in HTML format can only be sent NOW, not LATER.
An option to request an email read receipt is provided.
If the list is very long, it should first be sub-divided into shorter lists of say 200 to 500 names per list. Then, if there are many rejected emails they can be more easily tracked than for a list of say 5,000 People.
NOTE: Large email blasts with attachments are all embedded in the database once for each email recipient in the list. This type of activity can increase the database size very quickly.
To Send Email to a Browse List of People:
1.Click the Outlook icon in the right margin of the List window. The Select Email Options dialog box appears:
3.Select recipients for the email.
Choose from Selected Names in the List or All names in the list or Recipients are People record Owners.
4.Select E-mail Composition Options:
•Compose your own e-mail
•Compose your e-mail using a Template
5.Select the TO or BCC radial button and then click OK, The Select Email Options dialog box closes and the Outlook email window appears with the selected People in the TO or BCC area of the address.
6.Selection of the option, Compose your e-mail using a Template, expands to provide options for the template and any document attachments.
NOTE: A copy of the email and its attachments will automatically be saved in each recipient’s profile. To be sure that each recipient can read your email, send the email in plain text or HTML format. Make sure that the template for mail merged plain text emails has no formatting commands such as tab, bold, etc. It is best to use a non-proportional font such as Courier font.
To Send Template-driven Email to a Candidates List in a Project or Job Order:
1.Either multi-select Candidates or use the whole list.
2.Click the Outlook icon above the list. The Select Email Options dialog box appears:
3.Select a recipients Email Option and click OK. The Select Email Options dialog box is expanded to include further options.
4.Select one of the E-mail Composition Options:
•Compose your own e-mail
•Compose your e-mail using a Template
5.Select the TO or BCC radial button and then click OK, The Select Email Options dialog box closes and the Outlook email window appears with the selected People in the TO or BCC area of the address.
6.Selection of the option, Compose your e-mail using a Template expands to provide template selection options and any document attachments.
Example: Select Email Options
To Send Non-Template Email to a Candidates List in a Project or Job Order:
1.Open either a Project or a Job Order Candidate list
2.Either multi-select Candidates or use the whole list.
3.Click the Outlook icon above the list. The Select Email Options dialog box appears:
4.Select Send e-mail with Candidate Resumes attached and click OK
5.Select Recipients for the e-mail and click OK
6.Select Resumes to be attached to the e-mail and click Select OK
7.Complete the e-mail content and click Send
Example: Send e-mail with Candidate Resumes attached
Example: Select Resumes to be attached
