Chapter 17 Emailing
Big Business makes it easy to email transactions and reports as PDFs. Install our free PDF Emailer software for Windows (already built-in for Mac) and choose Advanced Print Options. You can then select Email (Customer address), Send Email (Customer + Contact addresses), or Save As PDF, for any form. The Email options will automatically print to PDF and attach to a new message in your email program.
This Chapter provides steps for setup. (7005)
Emailing with Mail on Mac
Big Business on the Mac can automatically print forms and reports as PDF and attach to new message in Mail.
This Solution provides setup details. (7006)
Setting up:
1. Go to the Employee toolbar to My Prefs
2. For Print Options choose Advanced.
3. For Email Client choose macOS Mail.
Sending:
4. Print (or Save and automatically Print) Quote, Order, Invoice,...
5. In Print Options select any form (# of copies = 1) and for Destination choose Email (Customer address) or Send Email (Customer + Contact addresses).
6. Leave Show Print Dialogs unchecked and click OK.
A new message will open in Mail with a PDF of the selected form attached or included.
Emailing with Outlook for Windows
Big Business for Windows can automatically print forms and reports as PDF and attach to new message in Microsoft Outlook.
This Solution provides setup details. (7007)
Installing:
1. Go to bigbusiness.com to Downloads
2. Download and install PDF Emailer
Setting up:
3. Go to the Employee toolbar to My Prefs
4. For Print Options choose Advanced.
5. For Email Client choose Microsoft Outlook.
Sending:
6. Print (or Save and automatically Print) Quote, Order, Invoice,...
7. In Print Options select any form (# of copies = 1) and for Destination choose Email (Customer address) or Send Email (Customer + Contact addresses).
8. Leave Show Print Dialogs unchecked and click OK.
A New Email will open in Outlook with a PDF of the selected form attached.
Send Email
Send Email shows you a selection of Email Addresses:
• Email Address on the Customer
• Email Addresses from Contacts for the Customer
This Solution describes using this dialog. (6503)
• a checkbox for selecting each recipient
Send - a pulldown for setting To, Cc, or Bcc for each recipient
Name - the name and email address of each recipient
Title - the title for each recipient
Type - the source of each recipient, Customer or Contact
Send Documents
Send is a menu choice in Print Options, Settings, that lets you choose Documents and Notes to automatically include in an email.
When printing choose Email or Send Email to (multiple recipients) and then choose Send to add Documents from:
- the transaction, in the Docs folder on Quote, Order, Invoice
- the List, in the Docs folder on Quotes Search, Order Search, Invoice Search
- the Items, in the Docs folder on the Item cards for items on Quote, Order, Invoice
Big Business will create a new message in your email program and automatically attach a PDF of the transaction along with all the documents you chose with Send.
This Solution provides details. (6998)
1. Go to the Company Card to the Advanced tab.
2. Click the checkbox for Enable Send Attachments.
3. Click OK to save changes.
You must restart Big Business Clients for this change to take effect.
Send Notes
Send is a menu choice in Print Options, Settings, that lets you choose Documents and Notes to automatically include in an email.
When printing choose Email or Send Email to (multiple recipients) and then choose Send to add Text Notes from:
- the transaction, in the Docs folder on Quote, Order, Invoice
- the List, in the Docs folder on Quotes Search, Order Search, Invoice Search
- the Items, in the Docs folder on the Item cards for items on Quote, Order, Invoice
Big Business will create a new message in your email program and automatically insert the Text Notes in the Body of the message. These might say, thank you for your order, or enjoy you new widget and call me for accessories.
This Solution provides instructions. (7017)
1. Go to the Company Card to the Advanced tab.
2. Click the checkbox for Enable Send Attachments.
3. Click OK to save changes.
You must restart Big Business Clients for this change to take effect.
To enable Text Notes in Docs Prefs:
To set your Docs Prefs:
1. Go to the Employee toolbar to My Prefs.
2. For Docs Prefs choose the setting for Documents and Notes.
3. Click OK to save My Prefs.
To set Docs Prefs for your company:
1. Go to the Company card to the Company Prefs tab.
2. For Docs Prefs choose the setting for Documents and Notes.
3. Click OK to save the Company Card.
Email is the simple choice for sending Quotes, Order, Invoices by email.
This Solution describes its use. (7019)
Pictured:
>10039 has been entered in the Inline Filter to find Greater Than 10039.
Column Add (+) was used to show the Shipping Email column.
Print was clicked to open Print Options. Email was chosen in the Destination option.
The selected form, Sales Order Plain Paper, will be printed as PDF and attached to a new email message in an email client like macOS Mail or Microsoft Outlook.
For Shipping Email turn on Load Addresses, Ship To, in Customer Prefs. This is already done if you are connecting UPS, FedEx, or Stamps.
PDF Emailer
Big Business includes a PDF Emailer for Windows for automatically creating and emailing PDFs.
This Solution describes using this feature. (6501)
1. Download and install PDF Printer software from the link below
2. In Big Business go to the Employee toolbar to My Prefs
3. For Print Options select Advanced
4. For Email Client select your email client
5. Click OK to save My Prefs
When printing cutomer or vendor transactions you can then choose Destinations in Print Options, including:
• Save As PDF - save a PDF to the location you choose
• Send Email To - select To, Cc, Bcc for Customer/Vendor and their Contacts
• Email - appears if there is an email addresses for customer or vendor
Batch Emails
Batch Emails are a new and open-ended concept. Here are parts you can use:
Email - choose as a printing destination to automatically create new email messages
Send - Docs as attachments or Notes as the message ("thank you for your order!")
Please email to support@bigbusiness.com with questions or needed changes.
This Solution provides setup instructions. (7023)
1. Go to the Company Card to the Advanced tab.
2. Click the checkbox for Enable Sent Email.
3. Click OK to save changes.
You must restart Big Business Clients for this change to take effect.
Emailing with Rackspace
You can use Big Business Mail to send emails directly, without using a desktop email client like Microsoft Outlook or macOS Mail.
This Solution provides setup details for Rackspace. (6709)
1. Go to the Employee toolbar to MyPrefs
2. For Print Options choose Advanced
3. For Email Client choose Big Business Mail
4. Click OK to save MyPrefs
Then in Print Options for a transaction (Quote, Order, Invoice):
1. Click to select a form, to put a 1 in the # (number of copies) column.
2. In the Destination column choose Send Email
3. Make sure Show Print Dialogs is NOT checked
4. Click OK
This will open a new Note, where you can do Gmail setup:
1. Go to Send From and choose Show List
2. Click Add (+) to add Gmail
3. Enter Name (rackspace), Server (secure.emailsrvr.com), Port (465), SSL (checked), Send From (sales@mycompany.com), User Name (sales@mycompany.com), and Password, where name and password are those you use to logon to Rackspace Webmail.
4. Click OK and OK to save settings for re-use
5. Click SEND on the Note to send via Rackspace.
Email Subject
Big Business automatically creates an Email Subject when emailing Quotes, Orders, and Invoices.
This Solution may provide details.
(6713)
Most entries contain Type, Number, and Company, such as Quote 123 from Jillian Jellybeans. Orders and Invoices include Customer PO such as Order 456 for PO 123 from Jillian Jellybeans
Emailing PDFs
Big Business includes numerous features for Emailing PDFs. PDFs are a convenient way to send Quotes, Orders, and Invoices, as well as POs, Reports, and Statements. Features for sending emails with PDF attachments automate this task and work with most popular email solutions.
This Solution a quick overview and links to more write-ups. (6721)
Add PDF is a feature to combine PDFs, such as Orders and Terms & Conditions (T&Cs), where an additional page is added automatically.
Windows Emailer is a suite of tools we include to email PDFs using Windows programs like Microsoft Outlook or Windows Mail.
Canceled PDF
Print Options in Big Business include a feature to Save As PDF.
If you Cancel in the save dialog, where you name the PDF, Big Business will send the print job to your default printer.
Because no PDF is created, the option for Sent PDF, which puts copy of the PDF in the Docs folder, is not triggered.
Add PDF is a feature to combine PDFs, such as Orders and Terms & Conditions (T&Cs), where an additional page is added automatically.
Windows Emailer is a suite of tools we include to email PDFs using Windows programs like Microsoft Outlook or Windows Mail.
Emailing with Thunderbird
Big Business for Windows lets you send PDF attachments with Thunderbird.
This Solution provides setup details. (6723)
1. Download and install Windows Emailer from our downloads page:
http://bigbusiness.com/downloads/
2. Go to the Employee toolbar to My Prefs
3. For Print Options choose Advanced. This adds the Destination column where you can choose Printer, PDF, or Send Email
4. For Email Client choose Windows Mail.
Thunderbird uses the same generic settings and built-in Windows Mail. Thunderbird automatically configures itself as your default mail program when installed.
Send Attachments
Send Attachments puts a Send Checkbox in Docs, to choose Documents and Notes that are allowed in email, and a Send Menu in Print Options for selecting which to send.
Emailing Documents and Notes is two steps:
• in Docs click the Send Checkbox to allow a Document or Note to be emailed
• in Print Options use the Send Menu to choose from allowed Documents and Notes
This makes it easy to pick a few Documents, like glossy-photo or product-pdf, and have them appear in the Send Menu when emailing a quote, order, invoice for the item.
This Solution provides instructions. (6927)
1. Go to the Company Card to the Advanced tab.
2. Click the checkbox for Enable Send Attachments.
3. Click OK to save changes.
You must restart Big Business Clients for this change to take effect.
Sent Emails
Sent Emails extends built-in Notes to include Emails. Notes then include:
• Sent Notes - messages sent from one Employee to another
• Dated Notes - messages assinged a date
• System Notes - messages from automatic imports and connections
• Sent Emails - copies of sent emails, along with attachments
When saving or printing, choose any Email option and a Note will be saved along with attachments including the PDF of the printed transaction or report.
This Solution provides setup instructions. (7016)
1. Go to the Company Card to the Advanced tab.
2. Click the checkbox for Enable Sent Email.
3. Click OK to save changes.
You must restart Big Business Clients for this change to take effect.
Sent PDF
Sent PDF automatically adds the PDF of an emailed transaction to the Docs folder on the transaction.
Pictured is an Order that was emailed. The Order was created from a Quote that was also emailed. Both Sent PDFs are saved as Docs for reference and can be seen from Quote or Order; just double-click to view.
This Solution provides setup instructions. (7022)
1. Go to the Company Card to the Advanced tab.
2. Click the checkbox for Enable Sent PDF.
3. Click OK to save changes.
You must restart Big Business Clients for this change to take effect.
Send Checkbox
Send Checkbox appears in Docs and lets you choose Documents and Notes that are allowed in email. If you don't click Send, the item will not appear in the Send menu.
Emailing Documents and Notes is two steps:
• in Docs click the Send Checkbox to allow a Document or Note to be emailed
• in Print Options use the Send Menu to choose from allowed Documents and Notes
This makes it easy to pick a few Documents, like glossy-photo or product-pdf, and have them appear in the Send Menu when emailing a quote, order, invoice for the item.
This Solution provides instructions. (6927)
1. Go to the Company Card to the Advanced tab.
2. Click the checkbox for Enable Send Attachments.
3. Click OK to save changes.
You must restart Big Business Clients for this change to take effect.
PDFSend Error 9
When sending a PDF by email, such as the Quote in the picture being sent to Ted, Big Business will show an error if it is unable to connect to your email program.
In the pictured error, PDFSend Error 9, Big Business 11 cannot connect to Microsoft Outlook which is 64-bit. Big Business 11 requires 32-bit Outlook. Big Business 12 works with 64-bit which is the new default. (6972)
Email Addresses on Customer, Vendors, and Contacts
Big Business includes an Email Addresses to Customer Cards, Vendor Cards, and Contact Cards.
This Solution describes its functions. (5907)
• Customer Cards
• Vendor Cards
• Contact Cards
Phone Fields may be used for storing multiple email addresses up to 32 characters. The Email Address field provides a dedicated place and room for a longer email address.
The Email Address field is right below the Phone fields in the following functions:
• Imports
• Exports
• QuickSearches
• Custom Form fields
The Email Address field also includes a pull down menu for:
• New Blank Email - to start a new email in your default email client
• Open Browser to Domain - to open a browser window to the domain listed in the email address.
Emailing Reports
Big Business 9 updates emailing from a Customer Card:
• Customer Transaction Report
• Customer Aging Detail Report
• Statement, Balance Forward
• Statement, Open Item
This Solution describes this option. (6482)
1. Click Print
2. Select a Report
3. In Destinations choose Email
4. Click OK
Role Name
Role Name lets you see if a Contact is set as:
• Refundee - payee for refund checks when different than Customer Bill-To
• Email Statements - recipient for email statements