In Sage Accounts you can send reports and layouts by email through Microsoft Outlook or webmail. You can send reports and enter an email address at the point of generating the report, for example, when emailing a one-off report to a colleague. Alternatively, you can set up documents to automatically send to pre-set email addresses, or email addresses from your Sage Accounts data. For example, you may want to email regular documents such as your customer statements to avoid postage costs.
To send documents by email you must do the following:
- Configure your default email settings - You only need to do this once before you start to email documents.
- Add the email settings to the document - You should do this for any documents that you want to email regularly, or if you want to send to pre-set email addresses or ones taken from your Sage Accounts data.
Before you start
If you use any of the following to send and receive your emails, you can go straight to the Steps tab.
- Microsoft Outlook
- Gmail
- Windows Live Hotmail
- Yahoo! Mail
- Yahoo Plus! Mail
If you're not using one of the options listed above, before you can configure the settings in Sage Accounts you must first check and make a note of the Simple Mail Transfer Protocol (SMTP) settings for your email provider as follows:
Note: You should be able to obtain these details from your IT administrator, or alternatively from your email provider's website or by searching the Internet. For example, http://www.arclab.com/products/amlc/list-of-smtp-and-pop3-servers-mailserver-list.html provides SMTP server settings for popular webmail providers, http://www.uksecurewebhosting.net/smtp_email_details.php provides SMTP server names for many Internet Service Providers (ISPs) and http://cksolutions.ie/smtp-outgoing-mail-servers/ provides some Irish SMTP outgoing mail servers.
| SMTP server name | This is the SMTP server address. This could be the name of your network server or your Internet Service Provider (ISP) server name, for example, smtp.internetserviceproviderhere.co.ukRead more... SMTP is the language used by email programs to send messages via the internet. It's a set of commands that authenticate and direct the transfer of the email. When sending a document by email, Sage Accounts composes an SMTP message and sends it via your chosen Internet Service Provider (ISP). When configuring your email settings, the SMTP server name is normally set to your Internet service provider's SMTP settings. |
|---|---|
| Port | The port number used to communicate with the SMTP server; the default is 25.Read more... The port number is a number between 0 and 1023 that is used to identify a network service on the Internet. The port numbers normally used for Internet mail are 25, 465 and 587. |
| This server requires a secure connection (SSL) | Check if your SMTP server requires a secure (SSL) connection.Read more... SSL encryption ensures that data transmitted can't be viewed by third parties. Whether or not this is used depends on your SMTP server. |
| Email Address | The email address that the email is to be sent from. This is normally your email address. |
| SMTP username and password | The user name and password to be used when logging on to the SMTP server. |