Step 11: User Email Settings

EventPro lets you choose each user’s preferred email method. You can enter email settings so that users are able to email directly from the program.

Click to Expand/Collapse TextSetting Up User Email

There are two ways in which you can access email settings:

1.A user with the appropriate access rights can set up any other user’s email from the [Setup Users] screen:

a.Select Setup | Users in Event Pro’s main menu.

b.Click to highlight the User in the list and click the Edit button in the top right corner.

c.In the User [Edit] window that appears, click on the Email tab.

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2.Each user can set up his/her own email on his/her computer:

a.Log onto EventPro as the user at the user’s computer.

b.Select File | Email Settings in Event Pro’s main menu.

c.The Email settings for: USER window will appear.

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3.Regardless of which method you access email settings, the fields you fill out will be the same.

4.Enter an Email Address.  Type in a Reply Address if you want a separate reply email address.

5.If you want an Email Signature in each email, type your signature in the text box and check the box stating Automatically include email signature on all outgoing messages.

6.Select your Email Method. The display fields vary depending on the email method selected.  Check with your IT department for the appropriate settings.

Select SMTP to allow EventPro to send email directly through your email server.

Because this format does not interface with your default email program, outgoing messages will not be recorded in that program’s “Sent” folder. However, EventPro records all outgoing messages in the Communications Log.

▪Host: Enter the name of your mail server.

▪Port: Enter the port through which you send emails, typically 25.

▪User I.D.: Enter the name with which you log onto server.

▪Password: Enter the password for your email account.

▪Authentication: Select the radio button to indicate whether your server requires authentication.

▪Default Format: Choose whether you would like HTML, Rich Text or Plain Text as the default format for the emails.

The Outlook, Extended and NGW MAPI email methods are computer-specific and ideally should be set for each user from the computer they will be using, unless the person setting up the email method knows how to override the default settings that EventPro finds on his/her computer.

▪Profile Name: Enter the name of the profile.

▪Password: Enter the password.

▪Message Store: Check Use Default Message Store to default to what EventPro finds on the computer.  If you want to choose the message store manually, uncheck the box and choose or enter an option in the Message Store field.

▪Default Format: Choose whether you would like HTML, Rich Text or Plain Text as the default format for the emails.

▪Incoming Folder: EventPro can synchronize with your current email program so that you can assign incoming emails to a communication.  Choose the folder from which you want to assign emails, which will typically be your Inbox, but you may have another folder you want to use. Select the Force Client to Check for Messages checkbox if you want to force your email program to Send/Receive before opening the Synchronize Email window (from which you will assign emails).  Note that selecting this option will considerably slow down the process if you do not already have your email program open before you assign emails.

Use Simple MAPI if you are using Outlook Express as your email method.

▪Default Format: Choose whether you would like HTML, Rich Text or Plain Text as the default format for the emails.

▪Incoming Folder: EventPro can synchronize with your current email program so that you can assign incoming emails to a communication.  Choose the folder from which you want to assign emails, which will typically be your Inbox, but you may have another folder you want to use.  Select the Force Client to Check for Messages checkbox if you want to force your email program to Send/Receive before opening the Synchronize Email window (from which you will assign emails).  Note that selecting this option will considerably slow down the process if you do not already have your email program open before you assign emails.

When you have finished entering the email information for the user, click Save.

Click to Expand/Collapse TextEditing User Email

1.Access the user’s email settings using one of two methods:

a.A user with the appropriate rights can access any other user’s email from the [Setup Users] screen:

i.Select Setup | Users in Event Pro’s main menu.

ii.Click to highlight the User in the list and click the Edit button in the top right corner.

iii.In the User [Edit] window that appears, click on the Email tab.

b.Each user can access his/her own email on his/her computer:

i.Log onto EventPro as the user at the user’s computer.

ii.Select File | Email Settings in Event Pro’s main menu.

iii.The Email settings for: USER window will appear.

2.Make the changes you require.

3.Click Save to save the new information, or Cancel if you decide to retain the original information.

4.Note that you no longer have to log out and log back in for the edited email settings to take effect.