Employee Email enables you to create dynamic emails that are tracked, providing you with the valuable insights that you need as a communicator.
You have the option to track plain text emails by clicking the email tracking button in your email add-in, or create dynamic emails using the Email Designer.
Depending on how your organization's settings are configured, either send your draft directly from the web app or use an add-in and send with your email client.
Create and Edit an Email Draft
- In the Employee Email web app, open your list of Email Designer drafts.
- Click New Email Draft.
- Choose an existing template or create a draft from scratch.
- Optionally, share your draft with other members of your team or save a copy of your draft as a new template.
- Click the Preview tab and select the icon for Desktop or Mobile to see what your email will look like on your recipients' devices.
You also have the option to send a test email and see it in a real email client.
Send an Email from the Web App
Power/Business or Enterprise plan required.
Users have the rights to Send/Schedule lists. For more information, see Scheduling Your Email Drafts To Send Later.
- In the Employee Email web app, open your list of Email Designer drafts.
- Click Send or Schedule next to the draft that you want to send.
The Send Email dialog opens.
Provide email recipients and subject
- Select one or more Distribution lists to send to.
The web app gives you the option to create custom distribution lists and/or import existing lists from Microsoft Entra ID.
When selecting a list, you can see the list source, the owner, and the last time it was edited or synced.
- Provide a Subject line for your email.
Provide Send and Reply Information
You can send emails from your primary email address or from an email alias that has been shared with you. An alias still uses your primary account but displays a different email address. For more information, see Overview of Email Aliases in Employee Email.
- Click Display email.
Your primary email address and your shared email aliases display. - Select the display address you want to send the email from.
- View the associated Display name of the selected display email.
- Optionally, click Change in Display name to edit the display name. To undo your changes, click Reset.
- View the associated reply email in Change reply email.
- Optionally, click Change in Change reply email to enter an email address that is different from the address that you Send from, which will receive all replies to your message. To undo your changes, click Reset.
Provide Auto-Reply Information
Optionally, check the box Block auto-replies to this email.
Your recipients' mailboxes will not send back auto-reply emails, for example, in case they are out of the office.
Blocking auto-replies does not block bounce messages that notify you if there is a problem delivering your email.
"X-Auto-Response-Suppress": ["OOF", "DR", "RN", "NRN", "AutoReply"],In case you encounter a recipient server continuing to send auto-replies other than bounce messages, ask your IT team or email administrators to check the labels listed here against the types of auto-replies that the server is sending.
"Precedence": "Bulk",
Provide Attachments
- To add attachments, click Browse and select the files.
The total file size of an email must be under 7.5 MB, including both its content and attachments. As you add attachments, an updated count of your total email size displays.
Review the Email
- If a Review Email button displays, click on it to look over the details of your email before you finalize sending or scheduling.
- View a breakdown of how many people will receive the email based on your selected distribution lists.
Depending on how your organization's settings are configured, you may also see the following:
-
- Details about any merge tags for Personalization being used in the email text.
- A confirmation message created by your organization to reinforce important policies or guidelines.
Send or Schedule the Email
You can send the email immediately or schedule it for a specific date.
- To send the email immediately, click Send Now.
- To schedule the email to be sent later:
- Click Schedule in Schedule send.
The Schedule Email dialog opens. - Select a date and click Confirm.
- Click Save Schedule.
The email will be sent on the selected date.
- Click Schedule in Schedule send.
You have sent or scheduled the email. The email displays under Drafts.
In case an email list is very large and many users are sending it at once, Send Now may be unsuccessful. Try to resend the list at a later point.
STEP 1: In your Employee Email add-in, open your list of Email Designer drafts and click New Email Draft
STEP 2: You can choose to create your draft from the following options:
- Your Templates - templates that you’ve already created and saved*
- Template Library - a selection of pre-built templates ready for customization
- From Scratch - start a new draft from the ground up
- Email Designer (HTML) - Block-based Email Designer
- Rich Text - Text-based emails **
STEP 3: Enter your Email Subject and a new window with Designer and Preview & Send will appear
STEP 4: In the Designer window, you can drag the Blocks you want to add to your template/draft *** Input your information (text, images, hyperlinks) and adjust the Style and Content
- Style - This section allows you to adjust the colors, fonts, buttons and surveys (where applicable), as well as the padding.
- Content - Each block has its own content features that you can adjust.
STEP 5: Click Preview & Send and Add your Distribution List to the To, CC or BCC fields
- Save this design as a draft or Save as a Template for future use. Drafts can be deleted whereas templates are permanent and cannot be removed from your account.
- Optionally, preview what your email looks like on Desktop or Mobile.
- Send a Test Email to visualize how your email will look when received.
Make sure Track Email is switched on. Click Send and you’re done!
* If this is your first email template/draft, this section will not contain any pre-built templates. Once you save your first template then you are able to re-use it as you wish.
** Use the Rich Text editor to create plain text emails or paste in your own custom HTML
*** To insert a block, use the left sidebar and drag in a block to the canvas or click on it to automatically add it to your canvas.
STEP 1: In your Employee Email extension, open your list of Email Designer drafts.
STEP 2: Select the + symbol on the top right-hand side of the window
You can choose to create your draft from the following options:
- Your Templates - templates that you’ve already created and saved*
- Template Library - a selection of pre-built templates ready for customization
- From Scratch - start a new draft from the ground up
- Newsletter - Block-based Email Designer
- Rich Text - Text-based emails **
STEP 3: Enter a Draft Name and design your email
In the Email Designer window, you can drag the Blocks you want to add to your template/draft *** and Input your information (text, images, hyperlinks) and adjust the Style and Content
- Style - This section allows you to adjust the colors, fonts, buttons and surveys (where applicable), as well as the padding.
- Content - Each block has its own content features that you can adjust.
STEP 4: Select Save to save this design as a draft and the Drafts window will reopen where you can select your created draft.
- Optionally, preview what your email looks like on Desktop or Mobile.
- You are able to Schedule, Send, Edit, or Delete a draft.
STEP 5: Once you select Send, add your Distribution List to the To, CC or BCC fields
Make sure the Track Email button is selected. Click Send and you’re done!
* If this is your first email template/draft, this section will not contain any pre-built templates. Once you save your first template then you are able to re-use it as you wish.
** Use the Rich Text editor to create plain text emails or paste in your own custom HTML
*** To insert a block, use the left sidebar and drag in a block to the canvas or click on it to automatically add it to your canvas.
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