Creating and Sending E-mail

Use the same Edit E-mail dialog box when creating an Internet e-mail message or a GoldMine e-mail message.

NOTE: Header information included in outgoing GoldMine e-mail sometimes triggers spam filters. GoldMine administrators can resolve this by adding the following GM.INI entry that will override the X-Mailer ID:
[GoldMine]
XMailer=MyMailerID

Use the following procedure to create an e-mail message.

1. Access the E-mail dialog box in one of the following ways:

○ Click the E-mail button included on the Global Toolbar.

○ Select Actions > E-mail.

○ Select Actions > Send Outlook Message (see Outlook Mail)

○ Clicking the New Message button on the E-mail Center toolbar.

○ Replying to pending activities.

NOTE: When ActionClosed The Automated Process action is the activity performed when triggered. > Send Outlook message is used or Outlook compose window is opened by clicking on a hyperlink inside of GoldMine, an email is linked to a contact only if a corresponding Auto-linking setting or a manual linking feature of GoldMine Outlook Integration is used. For more information, see the online help topics To Setup Auto-Linking of Messages to Contact Records and Set Outlook as Default E-mail Application for GoldMine.

2. The From text box uses the logged in user's name and e-mail account. To change to a different e-mail account for the logged in user, select the account in the drop-down list.
3. The To text box populates with the name and e-mail address of the current contact. To change to an alternative name and e-mail address associated with the current contact, select the name from the drop- down list.
4. To send the e-mail to additional recipients, in the Additional Recipients box, click the CcClosed Carbon Copy. Used in emails, memos and letters. drop‑down menu and select the from the following recipient types:

○ To: Adds recipients to the To list.

○ Cc: Sends copies to other recipients.

○ BccClosed Blind Carbon Copy. A copy of a message sent in email, that cannot be seen by the main recipients. : Sends a blind copy to other recipients.

You can have any combination of recipients types within the Additional Recipients box.

NOTE: GoldMine only links e-mails to contacts on the To text box. Any other contacts (including those listed in the Additional Recipients area) are NOT linked.

5. To assign a recipient, you can either click the line and enter the e-mail address manually, or click the Cc drop‑down menu and select Add to view the following recipient options:

○ Contact. Displays the Contact Search Center to locate a new contact.

○ User or GroupClosed Fixed set of contact records that meet an initial set of conditions. Once selected, member records subsequently have instantaneous access to the subset. This method can be used instead of filters, to maintain a subset of data. displays the GoldMine User Recipient dialog box. Select a GoldMine user or user group.

○ Manual recipient displays the Manual Recipients Entry dialog box. Type a manual e-mail address.

○ Distribution list displays the Distribution List dialog box. Select a predefined distribution list.

○ Outlook (MAPI) recipient launches your local or network Outlook address book.

6. Check the Link to <contact> option to link the e-mail message to the current contact and file the message in the History tab when sent.
7. In the Subject text box, type a subject or select a template in the Subject drop-down list.
8. Type a message in the message text box.

○ To use HTMLClosed HyperText Markup Language. The authoring language used to define the structure and layout of a Web document by using a variety of tags and attributes. formatting in the message, click the Options tab and select Rich text (HTML).

○ To check your spelling, right-click and select Actions > Spell check from the context menu.

○ To add an e-mail attachment, click the Attachments icon (see To Add E-mail Attachments).

9. Click Send to send the message immediately or Queue to queue it for sending at the times defined in the Server Agents Administrator.

To Add E-mail Attachments

Use the Edit E-mail dialog box to add one or more files as attachments to your e-mail message.

1. At the Edit E-mail dialog box, click the Attach files button.
2. Browse to the location of the file to attach.
3. Select the file and then click Open to attach the file. Repeat the procedure for each file to attach.
4. Click Send to immediately send the message, or Queue to queue it for sending at the times defined in the Server Agents Administrator.

NOTE: If a file is edited after it has been sent as an attachment, the attached file reflects these changes, even though the message is in the Sent folder.

To remove an attached file, select the file in the Attachments area, right-click and then select Remove from the context menu.