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You can stay in touch with your contacts by emailing invoices, statements, bills and more.In AccountRight 2016

Setting up emailing in AccountRight

There are 2 ways you can email from AccountRight:

Need help choosing? See Choose how to send emails.

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If you're using AccountRight 2015 or earlier, you can only use Microsoft Outlook to send emails. See Sending emails using Microsoft Outlook.

How to email

Typically, you enter the transaction you want to email and then click Send to > Email before recording it. The transaction is automatically recorded and you can then change the default email settings before sending it.

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You can also send your emails in a batch, you . You might do this for your monthly statements or employee payslips.

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e.g. Sales > Print/Email Statements > To Be Emailed tab.

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More details

See these topics for more details about emailing specific documents:

To email...See
Transactions (when recording)Sending forms when you record a transaction
Transactions (after recording)Sending forms in a batch
Statements
Sales (invoices, quotes and orders)Print or email sales
Purchases (bills, quotes and orders)Print or email purchases
Remittance advicesPrint or email remittance advices
StatementsPrint or email customer statements
ReportsPrinting and emailing reports
Pay slips (Australia only)Print or email pay slips
Payment receiptsPrinting payment receipts
A short message to a contactOther ways to keep in touch
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Having trouble emailing? Check Email troubleshooting for a solution. If you're using a classic (v19) AccountRight version - see Fixing email issues for troubleshooting.

 

Emailing attachments

When emailing an individual sale or purchase by clicking Send To > Email in the transaction (not available for batch emailing), you can attach another document or file to the email. Just click Attach on the Email window and select the additional attachment.

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Email addresses

The email addresses in your contacts' cards are used when sending emails. Click To if you have additional email addresses specified in a contact’s card which you want to use. Or you can type email addresses directly into the To field, and use a semi-colon (;) to separate multiple addresses.

Default subject and message

To set up a default email subject and message for your emails, see Set up your default email settings.

 

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titleHow do I check my sent emails?

How do I check my sent emails?

If you send emails through AccountRight, your sent emails can be seen by clicking Sent Emails at the bottom of any command centre.

If you send emails through Microsoft Outlook, your sent emails will be in the Sent Items folder in Outlook.

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titleI get an "Error sending email" message

If you get a message stating "Error sending email" or "1 of 1 Emails are not sent" when emailing, make sure you are using the latest version of AccountRight. An issue was found in an earlier version of AccountRight and fixed in 2015.2.

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If you're emailing a contact who has multiple email addresses, make sure the email addresses are separated by a semi-colon (;). The above message can occur if email addresses are separated by a comma.

This message can also appear when other software or your system settings stop the email being transferred from AccountRight to Outlook. This includes:

  • Windows permissions
  • Outlook security settings
  • Third party security software, such as antivirus
  • User Access Control settings

As the issue is outside AccountRight, it's difficult to know the exact cause. We recommend seeking help from an IT specialist or the MYOB community to find an appropriate fix.

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titleHow do I resend a form I've already emailed?

How do I resend a form I've already emailed?

If you need to resend a transaction, redisplay it and then click Send To from the transaction window. For example, to reprint a sale, find it in the Sales Register window and click the zoom arrow to display it in the Sales window. Then click Send To.

If you need to resend a few transactions look for the Print/Email...buttons in the relevant command centre. For example, to reprint a few sales, click Print/Email Invoices in the Sales command centre. If the transactions aren't listed in the Review... window, click Advanced Filters and deselect the Unprinted or Unsent Only option.

Try making the field larger on your form. If a field in a customised form is too small, it might get missed when the form is converted to PDF to be emailed - even though the field might display when printed.To enlarge a field when you're customising a form, click and drag a corner of the box surrounding the field
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titleWhy are fields missing on email attachments but appear correctly when printed?
titleHow do I remove emails from the To Be Emailed tab?

If you need to remove emails from the To Be Emailed tab, there's two ways to do it:

  • If you only have a few emails to be removed, open each of the transactions and change the Delivery Status to Already Printed or Sent.
  • If you have lots of emails to be removed:
    1. If your company file is online, check out your file.
    2. Disconnect your computer from the internet
    3. In your software send the emails you want to remove from the To Be Emailed tab. Without an internet connection, it will only move them to the Outbox in Outlook.
    4. Delete the emails from the Outbox.
    5. Reconnect to the internet and check in your file.
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titleWhy is AccountRight telling me an email address is invalid - when it's not?

There's a known issue in AccountRight 2016.1 which prevents emails being sent if the email addresses domain is longer than 3 characters. The domain part of an email address is usually something like:

  • .com
  • .net
  • .org

Also, if sending emails to multiple addresses, make sure the addresses are separated by a semicolon without spaces.

Can I CC an email to another recipient?

Can I CC an email to another recipient?

While there isn't a CC field, you can include multiple email addresses in the To field when sending the email. Just make sure the email addresses are separated by a semicolon and there are no spaces.

If you'd like to see a CC field added to AccountRight, vote for this idea on the AccountRight Idea Exchange.

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titleIs there a character limit for my email messages?

Is there a character limit for my email messages?

When you email a sale or purchase when recording the transaction (using the Send To > Email function), the email message is limited to 255 characters. Learn more about Sending forms when you record a transaction.

When you email sales or purchases using the Print/Email function, such as Sales > Print/Email Invoices, the email message is limited to 4000 characters. Learn more about Sending forms in a batch and Setting up your default email settings.

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titleWhy Where do my emails include an attachment called "Winmail.dat"?

If Outlook is set up to compose emails in Rich Text Format, Outlook will sometimes attach a file called "Winmail.dat" to your emails.

To stop this, ensure Outlook is set up to compose emails in HTML or Plain Text. This setting is usually under the Mail settings in Outlook.

In Outlook 2010 and later: File > Options > Mail > Compose messages

In Outlook 2007: Tools > Options > Mail Format > Message Format

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titleWhy am I prompted to click "Allow" or "Deny" each time I send an email?

A message requiring you to "Allow" or "Deny" when emailing from AccountRight means Microsoft Outlook incorrectly thinks the email is suspicious. Here's an example:

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You know the email isn't suspicious, so it's fine to click Allow to send it.

To prevent this warning

You have two options: 

  • Repair Microsoft Outlook to ensure it works smoothly with AccountRight. This is the preferred solution which will permanently fix the issue without affecting the security of Microsoft Outlook. You might need help from an IT person to complete the repair. See this Microsoft support article for more info.
  • Change a security preference in Microsoft Outlook. This is a temporary solution which should only be undertaken if you have up-to-date antivirus software on your computer. This Outlook security setting is intended to prevent malicious and unauthorised access to Outlook, so you should discuss the implications of changing it with an IT person.

    If using this Outlook versionDo this
    2010 or later
    1. Close Microsoft Outlook.
    2. Simultaneously hold down the Shift key on your keyboard and right-click the Outlook icon (or shortcut) and choose Run as administrator.
    3. In Microsoft Outlook go to the File menu and choose Options.
    4. Click Trust Centre, then click Trust Centre Settings.
    5. Click Programmatic Access. This will display 3 options.
    6. Select the first or last option - whichever best suits your needs. If the middle option (Always warn me about suspicious activity) is selected, you will still be prompted to allow or deny each time you send an email from AccountRight.
    7. Click OK.
    2007
    1. In Microsoft Outlook go to the Tools menu and choose Trust Centre.
    2. Click Trust Centre Settings.
    3. Click Programmatic Access. This will display 3 options.
    4. Select the first or last option - whichever best suits your needs. If the middle option (Always warn me about suspicious activity) is selected, you will still be prompted to allow or deny each time you send an email from AccountRight.
    5. Click OK.
I set my my email "reply-to" address?

Where do I set my my email "reply-to" address?

If you send emails directly from AccountRight (online company files only), you can set the reply-to email address in the email preferences (Setup menu > Preferences > Emailing tab > Reply-to Email Address). Note that you can only have one reply-to address for each company file, and it will apply to all emails.

If you send emails via Microsoft Outlook, emails are sent from the default email account. To change this:

  1. Open Microsoft Outlook.
  2. Go to the Tools menu and choose Account Settings.
  3. Select the email account you want to make the default account, and then click Set as Default. (If the option is greyed out, it means that the account you’ve selected is already the default account.)
  4. Click the Data Files tab and again select the email address you want to use then click Set as Default.
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titleHow do I send an email to multiple addresses?

How do I send an email to multiple addresses?

When emailing a single document or a batch, click To if you have additional email addresses in a contact’s card which you want to use. Or you can type email addresses directly into the To field, and use a semi-colon (;) to separate multiple addresses and make sure there are no spaces.

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titleRelated topics
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Sending emails using Microsoft Outlook

Set up your default email settings

Personalising forms

Working with In Tray documents

Sending forms in a batch

Sending forms when you record a transaction

Send Print or email customer statements

Email troubleshooting

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