NOTE: This feature is available in the Standard, Professional, and Enterprise versions of both Spectra and myStratus Desktop.

Setting up outgoing and incoming email is really two different things. Outgoing email is set up in one step, while setting up incoming email is a two-step process. 

The following is a step-by-step guide to help you set up emailing in Spectra/myStratus.

Setting up Outgoing Email

Set up Global Settings in Company Preferences

Set up the way you'll send email (Gmail, StudioPlus Mail, etc.) and establish a sending email address for the studio, for example "info@studio.com."

1. Go to Maintenance > Preferences > Company (Studio) Preferences and open the Email page.

   

2. Choose the sending method that is appropriate for your studio and enter the required information.

• StudioPlus Mail Server - StudioPlus Mail is a new email marketing service introduced in 2015. To find out more about the StudioPlus Mail service, refer to the topics in Emailing with StudioPlus Mail.

• SMTP - Make sure you have the exact name of the SMTP server (for outgoing email). The software also supports SSL security and another SMTP port if it is needed. The SMTP settings are supplied by your Internet (email) provider.  For a step by step guide on setting up Gmail, click here.

3. Click OK when finished.

4. Congratulations! You're ready to send email through Spectra/myStratus. Take a look at the following to learn how to:

Optional Setup for Outgoing Email

Set up Overriding User Settings in User Preferences

User settings are optional and can be used for setting up a unique sending email address for an individual, for example "bob@studio.com." NOTE: The user's settings will override the company settings.

1. Go to Maintenance > Preferences > User Preferences and open the Email tab.

2.  Enter your individual user settings.

   
   

3. Click OK when finished.

Set up Email Signatures

1. Create email signatures by going to Maintenance > Communication > Email Signatures. See also: Email Signatures

2. Choose a default company signature on the Miscellaneous tab of Maintenance > Preferences > Company (Studio) Preferences.
   
   

3. Choose a default user signature on the Miscellaneous tab of Maintenance > Preferences > User Preferences. (Remember, a user signature will override the company signature for the logged in user.)
   
   

NOTE: You can always replace the default signature when creating an email by deleting it or choosing another one.

Setting up Incoming Email

ATTENTION! It is recommended that email types and statuses be set up prior to setting up incoming email.

Step 1 - Set up Email Boxes

1. Go to Maintenance > Communication > Email Boxes. See also: Email Boxes

2. Click New.

3. Under General Information, complete the following:

• Description- The name of the email box could be "sales" or "customer service" for example.

• Assigned to Department [optional] - Choose a department that incoming emails for this box should automatically be assigned to.

• Assigned to User [optional] - Choose a user that incoming emails for this box should automatically be assigned to.

• Task Type [optional] - Select a task type if you have chosen to have the software auto-create tasks from emails.

• Task Status [optional] - Select a task status for tasks that are auto-created.

• Send Auto-Reply Email [optional] - Select an email that should automatically be sent in reply to emails received in this box. Note: During the first sync of your emails, an auto reply will be sent to all emails in the inbox that are within the selected date range. It is recommended that you set up the auto-reply feature AFTER the first emails sync over.

• Auto-Reply to all [optional]- This option will auto reply to everyone the email was sent to and CC'ed to. Note: During the first sync of your emails, an auto reply will be sent to all emails in the inbox that are within the selected date range. It is recommended that you set up the auto-reply feature AFTER the first emails sync over.

• Auto-Reply to first email [optional] - If Auto-Create Task is selected, then a reply will automatically be sent to the first incoming email but not for any subsequent emails that come in again. Note: During the first sync of your emails, an auto reply will be sent to all emails in the inbox that are within the selected date range. It is recommended that you set up the auto-reply feature AFTER the first emails sync over. 

• Exclude Emails Before [optional] Any emails from before this selected date will not be brought into the software.

4. Under Connection Information, complete the following (for detailed setup for Gmail, click here):

• Enter your Incoming Email Settings.

ATTENTION! Incoming email settings vary by provider. We are not able to provide or verify your specific settings. Please contact your email provider for your incoming email settings (i.e., your "POP3" settings).

• Select either POP3 or Exchange.

• Enter Email Address.

• Enter Domain (for Exchange only).

• Enter the User Name.

• Enter the Email Password.

• Check SPA and/or SSL.

• Enter Port Number.

5. Click OK.

Step 2 - Enable the Email Inbox Processor (Spectra Only)

1. Open the Spectra Control Center. See also: Control Center

• Enable the Email Inbox Processor job.

• Complete the Schedule settings, including start time, end time, how often to run, and which days to run.

• Choose the Computer you want this job to run on. NOTE: The computer name must be an exact match, so be careful typing it in.

• Enter an Email Address to by notified of successes and failures.

• Click OK.

2. Exit the Control Center.