Compose and send: Formatted e-mail

Setting e-mail formatting options

To make full use of the HTML formatting features available when sending formatted e-mail, either from Managerʼs predesigned templates or the Compose and Send command, youʼll need to edit your Merchant record to set up a few default options for all outgoing messages. You need only perform this step once, unless your preferences change.

To set e-mail formatting options:

First, set the logo and fonts:

  1. In the Merchant list, open the record for your company.

  2. In the Merchant – Data Entry dialog, click the Communications tab.

  3. In the Email Logo field, enter the file name of your company logo.

  4. Youʼll need to upload the graphic file to the Λctiv8 image library. Be sure your logo image is the correct size before uploading it to the library: Λctiv8 recommends a maximum width of about 600 pixels.

  5. In the Font and Height fields, enter the names and sizes of the fonts you want to use for message body, signature, and opt-out text. You can use any standard Microsoft Windows font, and add the words “Italic” or “Bold” if you wish.

    To check the appearance of a font, click Fonts in the Windows Control Panel, or open a document in Microsoft Word or Outlook and select a font from the Format menu.

    Next, set the header, signature, and opt-out text on the Email Envelope tab:


  6. The Email Envelope Header field contains the HTML code that generates the e-mail header, which typically includes a logo image, linked to your company web site. The image and the link are specified by field references to the Merchant list in your Λctiv8 Manager database. If youʼre comfortable working with HTML, you can modify the header here as needed.

  7. In the Email Envelope Signature field, type the signature as you want it to appear at the bottom of both plain-text and formatted e-mail.

  8. The signature, too, can include web links and HTML markup for specific formatting (for example “Follow us on” Facebook or Twitter).

  9. The Email Envelope Spam Footer field contains the text for your required opt-out message.

  10. Note: You can change both the signature and the opt-out footer text for an individual message in the Compose and Send dialog; see below.

  11. When finished, click Save.

The HTML envelope

Creating the message

To create a message with text and logo:

Note: The instructions in this section describe Managerʼs Compose & Send feature. Most users will prefer to use its newer template editor to create the message. If youʼve previously used the editor to create and save a custom template, you can select it from the Template list in the Send Email with Attachments dialog and send it immediately (step 4 below).

For a tutorial video on Compose and Send, see https://player.vimeo.com/video/277589305.

  1. At the top of the Send Email with Attachments dialog, select the option HTML (Logo Included).

  2. (An Email logo must be defined in your Merchant record; see Setting e-mail formatting options, above.)

  3. Composing formatted e-mailComplete the rest of the dialog:

  4. From: Contains the club administratorʼs e-mail address; change if necessary.

    To: Contains the recipientsʼ addresses from the Customer record.

     Using a saved search

    Bcc: Contains your e-mail address; delete if you donʼt want to receive a copy of the message.

    Note: In the From:, To:, or Bcc: field, you can include a “display name” that will appear instead of the e-mail address: for example, “News from the Tasting Room”. To add a display name, enter it in square brackets before the actual address: [News from the Tasting Room] info@demowinery.com.

    Subject: Type the message subject.

    Attach and Clear: Click to attach a file, or remove the attachment.

    Insert Name and Mailing Address: When checked, adds your name and postal address at the top of the message.

    Include Greeting: When checked, adds the specified salutation to the message, followed by the recipientʼs first name.

    Save Email Settings: Click to save the current settings for future messages.

  5. Type the text of your message in the blank box, or paste in text from an external HTML editor. The space is limited to 150,000 characters.

  6. Template: To create the message from an existing e-mail template, select it here.

  7. To include your e-mail signature block, check Include Signature. The signature comes from the Email Envelope settings in your Merchant record; you can edit it here as needed for the current message.

  8. This option does not appear if your HTML text is enclosed in <HTML> … </HTML> tags; see Sending full HTML e-mail.

  9. To include the required opt-out instructions, check Include Footer for CAN-SPAM Act of 2003. The default text is set in the Merchant record; you can change it here for the current message.

  10. Click Preview to check the messageʼs content and appearance.

  11. To send the e-mail, click Send.

Adding HTML formatting and graphics

Because the message will be sent in HTML form, you can use a limited number of standard HTML markup codes in the message body. Most often, youʼll want to mark words or phrases as bold or italic. To make a word bold, type <b>word</b>. For italic, type <i>word</i>.

You can include a hypertext link to a document on the World Wide Web. For example, to add a link to your club newsletter, type it in the following format:

<a href="http://www.mywebsite.com/newsletter.pdf">Click here to read</a>

You can use this feature to create hyperlinks to specific items in your online product catalog.

You can also include graphic images in the message body. Normally, youʼll link to image files that youʼve stored in the Λctiv8 Manager image library. Every image in the library has a unique URL, which you can insert with the syntax:

<img src="https://www.secureclub.net/images/your_merchant_label/your_picture_file_name.jpg">

Database field variables

Formatted e-mail messages can include variables that refer to fields in the database; see Including database field references.


Related topics:

Sending a one-time e-mail

Compose and send: plain-text e-mail

Compose and send: formatted e-mail

Including database field references

Using the image library

Sending the mail